Privileged Access Management Best Practices All IT Teams Should Follow

 

The cost of a data breach has never been higher. Coupled with the tenfold increase of password-based identity attacks in 2023, it’s clear that privileged access management best practices are no longer optional—they’re essential. 

As cyberthreats continue to evolve and multiply, organizations likewise need to take proactive measures to protect sensitive data. This is the purpose behind privileged access management or PAM. 

A robust PAM strategy is equal parts system and software; implementing it requires a holistic view of your operations. This means understanding every aspect of your IT infrastructure, identifying potential vulnerabilities, and implementing best practices to mitigate risks effectively. 

Read on as we explore the key strategies to help you build a resilient PAM framework.

Understanding privileged access management

So, what is PAM, exactly? Rather than a single software program or strategy, PAM can more broadly be defined as your overall approach to securing, monitoring, and managing access to sensitive systems and data. 

The goal? To make sure only the right people have access to the most critical areas of your IT environment.

By securing commonly-exploited access points and privileged accounts, an effective and robust PAM system enables:

• Enhanced security The biggest yet least measurable benefit of privileged access management is knowing your systems are secure from potential threats (internal and external), which lifts a heavy burden from your IT team.
• Risk mitigation: PAM reduces the risk of unauthorized access by limiting access rights in general. It introduces the traceability needed to identify potential incidents and track user behavior, minimizing risks from the start.
• Regulatory compliance: Regulatory standards and frameworks across industries often require some level of PAM. The right systems and software can demonstrate immediate proof of compliance.
• Accountability and transparency: PAM created a clear trail of who accessed what system, when, and for what purpose. This ensures that organizations can track suspicious behavior and hold users accountable for actions taken with privileged accounts.

In short, PAM isn’t just about restricting access—it’s about ensuring that access is used properly, efficiently, safely, and fully traceable. At its core, PAM focuses on answering three key questions: Who has access? What are they doing with it? And why do they need it?

This accountability is central to an effective privileged access management strategy.

Key components of privileged access management

Whether you’re seeking to implement a software solution or simply follow security best practices, ensure your PAM strategy includes components such as:

• User authentication and authorization: Consider multi-factor authentication (MFA) and similar methods to ensure that only authorized users can gain access.
• Least privilege enforcement: Always follow the principle of least privilege, granting users only the minimum level of access they need to perform their tasks. Regularly review and update user permissions to ensure that unnecessary privileges are revoked promptly, reducing the attack surface.
• Credential management: Vaults and automated password rotation keep login credentials secure, preventing privileged accounts from falling into malicious hands.
• Session monitoring and recording: Real-time oversight adds an element of security and forensic accountability for your privileged accounts already in play.
• Audits and compliance reporting: Systems that log and leverage privileged access activities to comply with both regulatory requirements and internal policies.
• Session best practices: Some privileged accounts received elevated permissions for specific activities and use cases; outside those activities and use cases, standard business activities should always be conducted with standard accounts.

Implementing each of these factors creates a system of checks and balances, layering much-needed security at every touchpoint. 

Importance of privileged access management

The significance of PAM once again boils down to our three key elements of who, what, and why.

As to who—specifically, who benefits from PAM—the answer is simple: everyone. Any organization that manages sensitive information needs a way to secure it. 

This is especially true for “high-value” cybercrime targets that handle private data, such as healthcare facilities, financial institutions, or managed service providers (MSPs). 

This is also why organizations need PAM, especially as they grow. More employees plus more data equals an exponentially larger attack surface. And while best practices can help, your team is only human. 

That leads us to what organizations need: PAM tools. Only digital solutions can combat digital problems, and only privileged identity management software offers the scalability to keep your customers’ data safe as you (and cyberthreats) continue to grow and evolve.

Risks of poor privileged access management

In recent years, there has been a significant rise in ransomware and extortion breaches, which comprise 32% of all attacks and cost organizations an average of $4.88M. 

Yet the costs of a data breach extend beyond the financial. These unseen but very real costs often appear as follows:

• Loss of precious customer trust
• Exposed company secrets and data
• Lost revenue due to suspended operations or repair efforts
• Impacts to customers, from healthcare records to credit card numbers

And all of this can result from just one bad actor finding one password. With large organizations handling hundreds and even thousands of passwords, it’s clear that PAM needs to be a top priority rather than an afterthought.

Best practices for effective privileged access management

The security risks are very real. So, how can they be mitigated? Consider implementing the following PAM best practices.

Understand what privileged accounts in your organization are

To set the stage for PAM implementation, start by reviewing IT security policies and procedures to identify privileged accounts in your organization, such as: 

• Local or domain admins
• Service accounts
• Embedded credential accounts
• Cloud accounts
• Emergency (break-glass) accounts

These accounts are at a higher risk of misuse due to their elevated privilege levels and ability to access otherwise restricted files, settings, and program data. Understanding where these accounts are is thus a crucial first step to properly managing them.

Monitor and compare privilege vs usage

Whether the intent is malicious or negligent, gaps in the privileges assigned to a user versus how those privileges are used in practice can help identify potential security incidents. 

A defined user access management (UAM) policy can set a baseline for privileged accounts while monitoring and tracking tools ensure those standards are being followed.

Follow the principle of least privilege

An especially effective way to minimize the risk of a breach (and limit the damage should one occur) lies in the principle of least privilege. This practice involves granting user accounts only the minimum level of access to complete their work. Similarly, users should only log into privileged accounts to conduct specific activities requiring elevated permissions and log out once finished.

While implementing least privilege requires regularly reviewing and updating user access rights, doing so is a powerful mitigation tool.

Create role-based access controls

Another approach is role-based access control (RBAC), which restricts system access based on a user’s role within the organization. To implement this model, you and your IT team will need to: 

• Clearly define roles and responsibilities within your organization, specifying the associated access needs.
• Separate key duties among different roles to minimize risk and ensure no single individual has excessive control over critical processes. 
• Map roles to specific privileges, regularly reviewing and updating role definitions and associated permissions as necessary.

In accordance with the principle of least privilege, RBAC ensures that users have access only to systems and data necessary for their job functions.

Build a zero-trust policy

Should trust be assumed? Zero-trust policies don’t think so, and they digitize this idea by treating every user, system, or network as untrustworthy by default. 

Rather than relying on traditional perimeter-based security, zero-trust shifts the focus to continuous verification of each access request, regardless of the source.

Zero-trust policies are often layered with other authentication methods to prevent unauthorized access. 

Implement multi-factor authentication

MFA, which requires two or more verification factors to log in, is a non-negotiable part of cybersecurity best practices. 

For effective implementation within a PAM framework, consider the following best practices:

• Combine multiple verification methods: Utilize a blend of authentication factors, such as something the user knows (password), something they have (a token or smartphone), and something they are (biometrics).
• Integrate adaptive authentication: Commonly seen in cloud services, this practice adjusts security based on contextual factors like the user’s location, device, or access time, restricting access when a login attempt seems unusual. 
• Mandate MFA across all privileged accounts: Rather than an optional addition, multi-factor authentication works best as a non-negotiable part of your security policy—especially for privileged users.

Grant just-in-time access

Just-in-time access only allows users temporary access to privileged accounts when needed to complete their tasks, reducing the risk of unauthorized access. 

The best way to utilize this form of access is in tandem with a PAM software solution, which will allow you to monitor and grant access requests in real-time, set access expiration parameters, and log all activities during the privileged session.

Secure credential storage

Just as the most sophisticated lock is worthless if the key is left out in the open, digital login credentials are all too often left exposed in easily accessible locations. 

Instead, consider implementing dedicated vaulting solutions. The best options include encryption and automated password rotation, greatly reducing the risk of credential theft.

Audit and monitor privileged accounts

Several tools and techniques exist for detecting and responding to potential security incidents. Some of these include:

• Recording and logging of privileged access and actions
• Automated alerts for suspicious activities or privileged access policy violations
• Regular compliance checks and security audits

When suspicious activities are detected, organizations should have procedures in place to respond quickly and effectively.

Educate end users

According to one report, the human element is present in 68% of data breach incidents.

End users are your first and final line of defense against intrusions, so training programs and PAM education should be a top priority. This could include providing regular updates on best practices or delving into role-specific training for team members who use (or grant) privileged credentials. 

Ensure that all employees receive basic access management training during onboarding and at regular intervals, adding additional education on privileged accounts for relevant employees as needed.

Make regular improvements

As noted at the outset, cybercrime is an ever-evolving threat. Combatting this threat requires two things: adaptability and scalability.

You might start by conducting regular risk assessments and refining your PAM policies accordingly. For growing enterprises, starting early is the key. This enables you to set sustainable, scalable solutions that keep you ahead of emerging threats.

PAM tools and solutions

Implementing all of these best practices may seem overwhelming. And it certainly can be—without the right tools. That’s why many organizations leverage software solutions to simplify and streamline their PAM strategies.

Let’s consider a few examples.

Types of access management software

PAM encompasses a wide variety of security considerations. With that in mind, note how the following solutions address key aspects of access and privileged user management: 

• Identity and access management (IAM): Often bundles tools related to user identities, such as single sign-on (SSO) and multi-factor authentication.
• Network access control (NAC): Protects the networking side of the equation, offering solutions for device authentication, network segmentation, and secure access protocols.
• Security information and event management (SIEM): This technology enables real-time insights into user activity and security events, with features like log management, event correlation, and threat detection.
• Data loss prevention (DLP): A final layer of defense that focuses on key stages of data—discovery, classification, and protection. 

Realistically, organizations won’t be able to employ all of these software solutions, and doing so would likely only complicate things further. 

Rather, it’s best to be strategic in your choice.

How to choose the best PAM solution

Implementing the right PAM solution is essential to streamlining your cybersecurity strategies. What constitutes the “right” solution depends very much on your specific needs.

So when choosing PAM software, ensure that it comes with: 

• Scalability and flexibility to meet your organization’s growing needs
• Integration capabilities with your existing IT infrastructure and security
• Easy-to-use features for administrators and end users alike
• Dedicated vendor support and updates to counteract emerging threats

Learn more about privileged access management software

When it comes to managing privileged access, it’s easy to get bogged down by complex systems or juggling multiple tools with overlapping features. But simplicity and security don’t have to be mutually exclusive. That’s where a specialized PAM solution can make all the difference.

ConnectWise Access Management offers a focused approach that simplifies access management without sacrificing security. Instead of piecing together various tools, you get a solution that integrates seamlessly into your existing environment—or works perfectly as a standalone product. In fact, you don’t even need additional software to start securing your privileged accounts.

So, what makes ConnectWise Access Management a game-changer?

It’s all about least-privilege controls—granting access so users only get the permissions they need, and nothing more. This drastically reduces security risks without disrupting workflow. Features like single-use, encrypted credentials that expire when the session ends mean cybercriminals are left with nothing to steal. It’s security that works behind the scenes, ensuring your data is safe without adding unnecessary complexity.

For your IT team, this means managing access is no longer a headache. With real-time User Access Control (UAC) response, technicians can grant or revoke permissions instantly, keeping your team moving without delays. The result? A smoother process and more productivity for both your IT staff and your broader workforce. Plus, comprehensive audit logs ensure you have full visibility into who accessed what, keeping you compliant and in control.

For your end users, ConnectWise Access Management makes life easier too. Requesting elevated access is fast, simple, and secure. And with temporary, single-use credentials, they can perform their tasks without having to worry about security risks. Less disruption, faster support—it’s a win-win.

Whether you’re looking for a PAM solution that fits into your current systems or need something that stands on its own, ConnectWise Access Management provides the flexibility and security you’re after—without the need for additional software or complicated integrations.

Ready to simplify your privileged access management? Learn more about our privileged access management software.