Have you ever stopped to ask yourself a difficult question: Do you know exactly who in your business can access your most important data right now? And just as important, do they actually need that access to do their job?
For many small and medium-sized businesses, the answer is not as clear as it should be. It’s easy to assume that once an account is set up for a new employee, access remains correct and secure. But new research shows this assumption can be dangerously wrong.
Studies reveal that around half of employees have access to far more data than they truly need. That reality creates a serious security concern. The issue is not only about malicious insiders who may deliberately steal or misuse information. It’s also about everyday mistakes. When people have visibility into files, databases, or applications they don’t need, the chance of accidental leaks, compliance failures, or audit problems increases significantly.
This is where risk management becomes vital. Every business, no matter the size, must take a close look at user access and ask: Who has the keys to our most valuable data, and why?
The challenge described above is part of a broader problem known as insider risk. Insider risk refers to any threat that comes from people within your organisation — whether employees, contractors, or even third-party partners who have been granted some level of system access.
It’s important to understand that insider risk is not always malicious. In fact, most insider incidents are unintentional. Here are some common examples:
An employee accidentally emails sensitive information to the wrong recipient.
A staff member continues to use permissions from a former role, accessing systems they no longer need.
A departing employee retains access to company systems weeks or even months after leaving.
Each of these situations creates unnecessary security exposure. Even if the person involved has no ill intent, the combination of excessive permissions and human error can result in a serious breach.
One of the most common and overlooked contributors to insider risk is something called privilege creep. This happens when employees gradually accumulate more permissions than they require.
For instance, someone might begin in a junior role with access to a limited set of systems. Over time, as they change departments, receive promotions, or help on projects, they get added to additional applications or data repositories. Rarely does anyone go back to remove outdated permissions. The result is an individual with far more access than their current position demands.
Privilege creep poses two major risks:
Increased exposure to mistakes: If staff can see or modify information unrelated to their work, the chance of mishandling that data rises.
Easier paths for cybercriminals: If an attacker compromises an employee account, the damage they can do depends entirely on that account’s permissions. An account with unnecessary broad access effectively gives criminals a free pass to sensitive areas of your network.
Research shows that very few businesses manage privilege creep effectively. Without strong oversight, large volumes of critical data remain unnecessarily exposed.
Another alarming issue is the number of businesses that fail to remove access when employees leave. Nearly half of businesses admit that ex-staff still have active accounts months after departure.
Think of it like this: would you let a former employee walk out with a set of office keys and never ask for them back? In the digital world, failing to remove access is the equivalent of doing just that. Former employees may not have bad intentions, but their accounts still represent a security risk. Credentials can be stolen, sold, or simply forgotten until they resurface in a harmful way.
This oversight highlights the importance of proper offboarding procedures in effective risk management. Access removal should be immediate and complete.
So, what’s the solution? A proven best practice is to follow the principle of least privilege.
Least privilege means giving employees only the user access necessary to perform their job, and nothing more. Access should be temporary when appropriate — sometimes referred to as “just-in-time” access — and always reviewed on a regular basis.
By applying least privilege, businesses can:
Reduce the risk of accidental data leaks.
Limit the damage from compromised accounts.
Strengthen compliance with privacy and security regulations.
Build greater confidence during audits.
The goal is not to slow employees down or create bottlenecks. Instead, it’s about protecting data while ensuring staff can still work effectively.
The concept of least privilege is straightforward, but applying it in today’s business environment can be complex. The rise of cloud applications, artificial intelligence (AI) tools, and shadow IT — when staff adopt software without approval from the IT team — makes visibility harder to maintain.
For example, cloud-based file sharing systems often allow employees to share documents broadly, sometimes even outside the organisation, with a single click. AI tools may also request access to large sets of company data in order to function. Without careful oversight, these conveniences can unintentionally open doors to security issues.
Risk management in this environment requires more than one-off checks. Businesses must take a proactive approach, supported by policies, training, and automation.
Implementing stronger control over user access doesn’t need to be overwhelming. Here are practical steps that any small or medium-sized business can begin today:
Conduct Access Audits
Review who has access to which systems and data. Compare access levels to job responsibilities. Remove anything that is not necessary.
Enforce the Principle of Least Privilege
Limit each employee’s access to the minimum required for their role. For temporary projects, grant time-limited permissions.
Automate Where Possible
Use tools that automatically adjust permissions when roles change or accounts are inactive. Automation reduces human error and saves time.
Establish Strong Offboarding Procedures
Ensure that access is removed immediately when someone leaves the organisation. This includes revoking accounts, keys, and credentials.
Train Employees
Provide training about insider risks, privilege creep, and security best practices. When employees understand why restrictions are necessary, compliance improves.
Monitor and Review Regularly
User access is not a one-time setup. Regular reviews and monitoring are essential to detect issues early and maintain strong security.
For businesses wanting a structured approach, adopting a risk management framework can be helpful. Frameworks such as ISO 27001 or the NIST Cybersecurity Framework provide guidance on identifying, assessing, and managing risks, including those tied to user access.
These frameworks encourage businesses to:
Identify critical assets.
Classify data according to sensitivity.
Define access control policies.
Continuously assess risks and update protections.
Even if your organisation doesn’t pursue formal certification, aligning practices with recognised frameworks can strengthen your overall security posture.
Large enterprises often have entire teams dedicated to access management and security. Small and medium-sized businesses, on the other hand, usually operate with fewer resources. That makes it even more important to stay on top of user access and insider risks.
Cybercriminals increasingly target smaller organisations because they assume controls will be weaker. A single mistake, like leaving an old account active or giving too many permissions to one person, can open the door to ransomware, data theft, or regulatory fines.
By treating user access management as part of ongoing risk management, businesses can significantly reduce their vulnerability — even without a massive budget.
When it comes to protecting business data, too many hands on the controls create unnecessary risks. Excessive permissions, privilege creep, and forgotten accounts all add up to serious security challenges. But with clear policies, regular audits, and the principle of least privilege, businesses can regain control of their data.
In today’s digital environment, access control is no longer optional. It is a critical piece of responsible risk management and an essential step toward protecting both your organisation and your customers.
At Robertson Technology Group, based in Victoria, BC, we specialise in helping small to medium-sized businesses manage their technology and strengthen their cybersecurity. We understand that managing user access, preventing privilege creep, and building effective risk management practices can be overwhelming for busy business owners. That’s why we provide managed technology security and support solutions tailored to your needs.
Our local, personalised approach ensures you are never treated as just a number — we take the time to understand your business and create solutions that work for you. With clients supported across Canada, we bring the expertise, innovation, and dedication needed to protect your systems, reduce risk, and allow your business to thrive with confidence.