Privileged Users: Best Practices For Assigning And Managing Access

As online scammers become more sophisticated, companies must proactively safeguard their critical systems and data. An effective strategy involves controlling the access levels granted to employees and continuously monitoring their activities to detect and respond to suspicious behavior.

According to a study by Forrester, 80% of data breaches are due to the misuse of a privileged account, making these accounts a top target for bad actors. By establishing a privileged access management (PAM) framework, you can control access to your network and prevent hackers from gaining entry.  

In this guide, we’ll explore best practices for assigning and managing secure access for privileged users, including risk mitigation strategies, role-based access control, and monitoring techniques. By implementing these practices, your organization can significantly reduce the risk of security breaches and protect its most valuable assets.

What are privileged users?

A privileged access management (PAM) framework allows some user accounts to enjoy greater access and administrative privileges than non-privileged accounts. In practice, these select “privileged” users can adjust core systems or access resources restricted from non-privileged users.

Certain permissions may be restricted from ordinary users for various reasons. For example, your IT team might determine that granting access could pose security risks or jeopardize compliance with regulatory standards.

Regardless of the application, providing unauthorized or unrestricted access to critical systems or data puts your business at risk. If used incorrectly or maliciously, your systems, customers, and reputation may all face damage. For this reason, PAM has become a common IT practice.

The individual privileges assigned to a privileged user are typically called privileged credentials. Some common privileged credentials include:

• SSH keys
• Privileged password information
• DevOps secrets

Consistently monitoring privileged users is essential for maintaining strong IT security within your organization.

Types of privileged users

Not every privileged user is the same. In fact, the types of permissions, or privileged credentials, you assign to privileged accounts will vary depending on the category the users fall within. Some types of privileged accounts include:

• Domain admin accounts
• Local administrators
• Service accounts
• Embedded credential accounts
• Cloud accounts
• Emergency accounts (break glass accounts)

Each category typically has its own permissions and varying degrees of admin access that depend on the employee's role in the company.

Some additional types of privileged users are as follows.

System administrators

System administrators are responsible for managing and maintaining an organization’s IT infrastructure. They require extensive access to network resources, systems, and sensitive data to keep the entire IT environment operating smoothly, securely, and efficiently.

Network engineers

Network engineers develop, implement, and manage a company’s network infrastructure. They need privileged access to network devices, configurations, and traffic data to achieve optimal performance, security, and connectivity across the entire network.

Database administrators

Database administrators install, configure, and maintain an organization’s databases. This role necessitates access to database systems and other sensitive information to maintain data integrity and achieve high performance, security, and availability.

Application developers

Application developers design, build, and supervise software applications. They require access to development environments, source code, and application servers to create, test, and deploy software solutions.

C-Level executives

C-level executives hold top leadership positions (e.g., CEO, CFO, CIO). They need broad access to confidential data, critical systems, and strategic decision-making tools to effectively oversee operations, make informed decisions, and guide the organization’s direction.

What is a privileged account?

A privileged account is a user account that has elevated access and permissions, allowing it to perform critical administrative functions and access sensitive information within an organization’s IT environment. These accounts are typically used by system administrators, network engineers, and other IT professionals to manage and secure systems and data.

It’s easy to confuse between a privileged account and a privileged user. The simplest way to understand how they differ is to think of the privileged account as a house and the privileged users as people with keys to it.

This approach is practical because it allows a company to share access to a single account with specific privileges rather than granting them to each account. So, instead of tracking countless users across your IT system, you can control and monitor the actions of a few select privileged accounts.

Best practices for assigning privileged access

The following best practices will guide you in assigning privileged access rights to minimize security risks and protect your company’s critical assets.

Principle of least privilege

One of the most effective privileged access management frameworks is role-based access control (RBAC). RBAC limits network access based on an individual’s role within the organization. This means they can access everything they need to perform their duties without risking system compromise.

Access levels are often determined by factors such as authority, position, and responsibility within the company. The RBAC framework controls and limits what employees can access and dictates how they can interact with the network. For example, lower-level employees may have view-only permissions, while those with higher access may be able to create and modify files. 

The RBAC framework is built around the principle of least privilege, which grants users the minimum level of access necessary to perform their job functions. By adhering to this principle, RBAC helps prevent malicious actors from exploiting system vulnerabilities and lowers the chance of accidental data leakage. 

This structured approach strengthens security and streamlines user access management, ensuring access rights align with each employee’s role and responsibilities within the company.

How to assign privileged access

To assign administrative privileges, start by identifying which users need that type of access. Thoroughly assess your organization's hierarchy and job duties.

Determine which positions need special permissions to perform critical tasks. As mentioned above, these may include system administrators, network engineers, and C-suite executives.

Next, establish clear criteria for granting privileged access:

• Verify necessity based on job functions
• Evaluate potential security risks and compliance with policies
• Apply the principle of least privilege, granting the minimum access needed

Finally, regularly review and adjust access levels to reflect job duties or role changes. Continuously monitoring user activity will also help your IT team detect suspicious behavior as soon as it occurs.

Establishing role-based access control policies

It’s also important to create clear access control policies to ensure employees receive and understand the permissions designated for their roles. To achieve this:

• Define specific roles with corresponding access rights
• Frequently review and adjust role assignments
• Enforce the principle of least privilege

For instance, restricting database access to database administrators and limiting file modification permissions to authorized personnel will help prevent misuse and improve regulatory compliance. 

Best practices for managing privileged users

After identifying and assigning your privileged user accounts, it’s time to manage them. Below are some best practices to help you during this process.

Password management

Password management refers to securely creating, storing, and handling passwords to protect sensitive systems and data access. Done right, it helps prevent unauthorized access, reduces the odds of security breaches, and guarantees that only authorized users can access critical information.

One of the largest contributors to system vulnerability is the mismanagement of passwords, particularly for accounts with admin access. Sharing administrative passwords can put your organization at risk of compromise.

One of the best ways to properly manage your company’s passwords is to create single-use ephemeral users and provide them with a password that’s never disclosed. This will ensure safe and easy admin access when needed.

Multi-factor authentication

Multi-factor authentication (MFA) requires users to provide two or more verification forms, such as a password and a temporary code, to gain entry. It adds an extra layer of protection against unauthorized access. To implement MFA, configure it for all privileged accounts and enforce its use through your policies.

Session monitoring

Consistently monitoring privileged account activity can help detect and prevent unauthorized actions, whether malicious or accidental. This can help ensure your team members have the proper levels of access and that best practices are being followed, which is especially important in the early days of implementation.

Recording sessions involving a high level of administrative access can also be useful. Beyond allowing for more comprehensive reviews, the videos can be used to train other employees who are new to the activity being performed.

Privileged user training

Privileged user training is just what it sounds like—educating employees with elevated access on security best practices, threat awareness, and their specific responsibilities to increase the chances they’ll handle your sensitive data properly.

It’s your company’s best interest to conduct regular training sessions, provide clear guidelines, and use real-world scenarios to boost employee understanding.

Regular audits and monitoring

Conducting regular audits and reviews is essential for any software or business solution. By incorporating continuous monitoring into your IT team’s daily workflow, you can increase adherence to the principle of least privilege and maintain compliance at all levels. This proactive approach helps identify and address potential issues before they become critical.

Risks associated with privileged users

Privileged users hold a good amount of power. If not properly managed, their access can pose multiple risks. Understanding these potential dangers is key to safeguarding your company’s systems and data:

• Insider threats: Insider threats occur when current or former employees misuse their privileged access to harm the organization, whether intentionally or accidentally. These threats can lead to data breaches, financial loss, and reputational damage. To mitigate this risk, implement strict access controls, monitor user activity, and conduct regular security training.
• External security breaches: This type of security breach comes from the outside. To protect against external attackers exploiting vulnerabilities in your system, use MFA, keep software up to date, and deploy robust intrusion detection systems.
• Human error: This might entail accidental data deletion or incorrect configuration changes, potentially causing system outages or data loss. To prevent these errors, provide your employees with thorough training, implement strong change management processes, and use automated tools.
• Compliance violations: Compliance violations happen when PAM practices fail to meet regulatory requirements, leading to legal penalties and loss of trust. Stay compliant by updating your access policies, conducting audits, and remaining informed about relevant regulations and standards.

Regulatory and compliance requirements 

A huge part of PAM relates to regulatory compliance. Abiding by the following regulations will strengthen your company’s overall security practices and help shield it from potential legal repercussions.

GDPR 

The General Data Protection Regulation (GDPR) is a European Union regulation that protects personal data and privacy. It requires strict control over access to personal data, including role-based access and audit trails. To comply, implement robust access controls, maintain detailed logs, and ensure that only authorized personnel access your sensitive information.

HIPAA

The Health Insurance Portability and Accountability Act (HIPAA) sets standards for protecting patient health information in the US. It mandates secure access controls and regular audits of privileged user activities. Achieve compliance by enforcing access restrictions, conducting periodic security reviews, and maintaining comprehensive logs of all access to protected health information (PFI).

SOX

The Sarbanes-Oxley Act (SOX) requires accurate financial reporting and internal controls for publicly traded companies. It expects companies to execute strong access controls, frequently audit their financial systems, and keep detailed records.

PCI DSS

The Payment Card Industry Data Security Standard (PCI DSS) is designed to protect cardholder data. It requires strict access control measures, including encryption and monitoring. To comply with PCI DSS, confirm that your business enforces access restrictions, monitors user activities, and encrypts all cardholder information.

Privileged access management (PAM) solutions

Adhering to all the regulations and applying the principle of least privilege on your own can be quite challenging, to say the least. This is where PAM software comes into play.

A top-tier PAM solution will streamline privileged user management for you by enabling your IT team to control and monitor access requests without relying on shared admin credentials. It’ll also allow your technicians to handle elevated access requests manually or automatically, saving valuable time while increasing system security.

Key features to look for

When choosing a PAM solution, seek out these core functions:

• Credential-free login: Enables secure access without shared admin credentials.
• Direct UAC response: Provides immediate handling of high-level access requests. 
• Least-privilege precision: Enforces granular access control based on job roles.
• Transparent oversight: Offers real-time monitoring and detailed audit trails to guarantee compliance and security.

Benefits of PAM solutions

In a nutshell, PAM software boosts a company’s security by controlling and tracking who has access to its sensitive computer systems. It helps prevent unauthorized actions, manages passwords securely, and verifies that only the right people have the right level of access. In addition, it provides comprehensive oversight via real-time monitoring and auditing.

Choosing PAM software

When selecting the best PAM solution for your team, consider your organization’s specific goals and needs. Identify what you’d like to achieve: enhanced security, compliance, streamlined access management, or all three.

The features you prioritize should align with your team’s daily workflow. However, don’t overlook the importance of scalability and integration capabilities, as these will ensure your chosen solution can grow with your company and work well with its existing systems.

The future of privileged user management 

PAM is changing rapidly to keep up with emerging security threats. In fact, advanced technologies and frameworks will undoubtedly play a crucial role in improving security and efficiency in the future.

AI and machine learning

Artificial intelligence (AI) and machine learning (ML) are expected to revolutionize PAM by enabling predictive analysis, anomaly detection, and automated responses to potential threats. These technologies will help companies identify unusual behavior patterns, reduce false positives, and offer timely interventions to protect networks.

Zero trust architecture

Zero-trust architecture is a security model that assumes no user or system is trustworthy by default. It enforces strict identity verification and continuous monitoring of all access requests. This approach supports PAM by mitigating risks and confirming that access is granted solely based on verified trustworthiness.

Cloud security

As its name implies, cloud security refers to protecting data, applications, and services hosted in the cloud. As organizations increasingly migrate to cloud environments, robust cloud security measures will be vital to managing privileged access. This includes setting firm access rules, constantly monitoring activity, and following cloud security guidelines.   

Learn more about PAM software 

As cyberthreats become more sophisticated, it’s critical that your business stay one step ahead or risk potential financial, legal, or reputational damages. The good news is that a PAM framework can help you block hackers from infiltrating your network by effectively managing your privileged users.

Ready to up your protection game? ConnectWise Access ManagementTM is a PAM solution that’s designed to protect networks by eliminating shared admin credentials and enforcing least-privilege access control. Easily integrated with tools like Slack and Microsoft Teams, it offers seamless remote session management and more. 

Learn more about ConnectWise Access Management today!