Access management: What it is and how it works

Access management is vital in securing data by ensuring the right individuals access the right resources without compromising security. 

It’s a cornerstone of modern cybersecurity, whether protecting internal systems or safeguarding sensitive customer information.

In this article, we’ll explore access management, how it works, the different types, and best practices for implementation.

What is access management?

Access management is all about control — specifically, who gets access to what within an organization. It involves identifying, authenticating, and authorizing individuals or groups, ensuring that only the right people can access the right resources at the right time. 

Its main goal is to protect an organization's assets by reducing the risk of unauthorized access, all while keeping things running smoothly.

To truly understand access management, you need to be familiar with a few key terms:

• Authentication: Think of authentication as the process of proving you are who you say you are. Whether through passwords, biometrics, or multi-factor authentication (MFA), this step ensures that only verified users can proceed.
• Authorization: After authentication, the next step is determining what actions you’re authorized to take. Authorization is about setting the rules for a user's access or permissions, often managed through policies like Role-Based Access Control (RBAC) or Attribute-Based Access Control (ABAC).
• Identity and Access Management (IAM) is the overarching framework that ties together all the policies and technologies, ensuring the right people have the right access. 
• Single Sign-On (SSO): It allows users to access multiple applications with just one set of credentials, improving both convenience and security by reducing password fatigue and minimizing the risk of credential theft.
• Multi-Factor Authentication (MFA): MFA adds an extra layer by requiring multiple authentication methods, like combining a password with a fingerprint scan.
• Least privilege: This principle gives users the minimum level of access they need to do their jobs — nothing more, nothing less.

The importance of access management

Here’s why access management is crucial: 

Protecting sensitive data

Sensitive information is a prime target for cybercriminals. Access management ensures only authorized individuals can view, modify, or share data. This makes it much harder for malicious actors — external hackers or internal threats — to access sensitive information. 

Ensuring regulatory compliance

Many industries have strict regulations around data protection and privacy (think GDPR, HIPAA, and PCI DSS). Non-compliance can result in hefty fines, legal penalties, and significant reputational damage. Access management systems not only enforce these controls but also provide clear audit trails, making it easier to demonstrate compliance during inspections.

Enhancing operational efficiency

Employees can perform their jobs more effectively when they have the right access to the resources they need. By streamlining access requests and approvals, you eliminate unnecessary delays and bottlenecks, ensuring that your team can work without interruptions.

Moreover, automated access management processes reduce the administrative burden on IT teams, allowing them to focus on more strategic tasks rather than getting bogged down with manual access provisioning.

Supporting remote work and BYOD

With the rise of remote work and Bring-Your-Own Device (BYOD), access management ensures secure access to company resources from anywhere.

For instance, access management can enforce conditional policies that limit access based on the device type or the user’s location, further reducing the risk of security breaches.

How access management works

The access management lifecycle involves several key stages:

1. Identification: This is the initial step where a user claims an identity. It could be as simple as providing a username or as complex as using biometric data.
2. Authentication: Once a user is identified, the next step is to authenticate their identity, that is, proving the user is who they claim to be. This is typically done through passkeys, biometrics, or security tokens.
3. Authorization: Once verified, the system determines what the user can do based on roles, permissions, and policies. For example, a junior employee might have read-only access to certain documents, while a senior manager might have full editing rights.
4. Accountability: This final stage involves tracking user actions and maintaining audit logs for compliance and troubleshooting purposes. This step records who accessed what, when, and how.

Key processes in access management

Beyond the lifecycle stages, access management involves other processes:

• User provisioning and deprovisioning: This consists of creating, modifying, and deleting user accounts as employees join, change roles, or leave the organization. Automating these processes ensures that access rights are up-to-date and reduces the risk of lingering access for former employees or contractors.
• Role and attribute assignment: Access rights are often determined by roles (e.g., job functions) or attributes (e.g., department, clearance level). These roles determine their access privileges.
• Access requests and approvals: In many organizations, users may need to request access to additional resources that are not part of their default access rights. Access management systems often include workflows for requesting and approving access. 
• Audit and compliance checks: Review access rights and system activities regularly to identify and address potential security risks.

Common access management security risks

Here are some common security risks associated with access management:

• Unauthorized access: This is the most obvious risk. It occurs when individuals gain access to systems or data without proper authorization. This threat can originate from both internal and external sources
• Internal threats: Employees, contractors, or other insiders can pose risks due to negligence or malicious intent. This includes accidentally deleting critical data or intentionally leaking it. To mitigate these risks, organizations should implement the principle of least privilege, regularly review user permissions, and closely monitor user activity.
• External threats come from outside the organization, typically from hackers or cybercriminals attempting to breach your defenses. These attackers may use tactics like phishing, brute force attacks, or social engineering.

Protecting against external threats requires a multi-layered approach, including strong authentication, regular security updates, continuous monitoring, and employee training in cybersecurity awareness.

• Data breaches and leakage: Weak access controls can lead to data breaches, exposing sensitive information to unauthorized parties. This can result in financial loss, legal repercussions, and loss of customer trust.

To prevent data breaches, strict access controls must be enforced, encryption must be used to protect data at rest and in transit, and security policies must be reviewed and updated regularly.

• Compliance violations: Failing to adhere to industry regulations and data privacy laws due to inadequate access management can lead to hefty fines and legal troubles.

Implementing access management systems that provide detailed audit trails, enforce compliance policies, and regularly audit their access controls can help avoid these violations.

• Privilege escalation: This occurs when users with limited privileges find ways to elevate their access level, allowing them to perform actions beyond their authorized scope, such as modifying or deleting critical data.

To mitigate this risk, it's crucial to enforce the principle of least privilege and regularly review and adjust user roles.

• Account hijacking and credential theft: Stolen credentials can grant attackers unauthorized access to systems and data. This can happen through phishing attacks, malware, or weak password practices.

Preventing account hijacking involves implementing strong password policies, multi-factor authentication (MFA), and monitoring for unusual login activities that could indicate an account compromise.

Access management protocols and methods

Access management relies on a variety of protocols and methods. Let's explore some of the most common ones:

Authentication methods and protocols

Here are some of the most commonly used authentication methods and protocols:

• Single Sign-On (SSO): SSO simplifies the user experience by allowing individuals to access multiple applications with a single login credentials. This not only enhances convenience but also improves security by reducing the number of credentials that users need to manage. SSO is particularly valuable when users need to access numerous apps or services regularly.
• Multi-Factor Authentication (MFA): MFA adds an extra layer of security by requiring users to provide multiple forms of identification to verify their identity. For example, a user might need to enter a password (something they know) and confirm a code sent to their mobile device (something they have).
• OAuth 2.0 and OpenID Connect (OIDC): OAuth 2.0 is a widely used authorization framework that allows third-party services to request access to resources on behalf of users without exposing their credentials. OpenID Connect (OIDC) builds on OAuth 2.0 by adding an identity layer, enabling secure user authentication and authorization.
• Security Assertion Markup Language (SAML): SAML is an XML-based protocol for exchanging authentication and authorization data between an identity provider and a service provider. It is commonly used to enable SSO for enterprise applications.
• Kerberos: Kerberos is a network authentication protocol designed to provide strong authentication for client-server applications. It uses secret-key cryptography and a trusted third party to verify user identities. Kerberos is often used in environments that require robust, mutual authentication between users and services, such as in large enterprise networks.

Access control models

Access control models define the framework for determining how permissions are assigned and enforced. They include:

Discretionary Access Control (DAC)

DAC is one of the oldest and most straightforward access control models. In a DAC system, the resource owner (such as a file or database) can determine who can access that resource and what they can do with it.

DAC is commonly used in environments where flexibility and ease of use are prioritized.

Mandatory Access Control (MAC)

MAC is a more rigid and secure access control model than DAC. Access decisions are based on security labels assigned to both users and resources. For example, users with a "Confidential" clearance level may only access resources with a "Confidential" or lower security label.

MAC is commonly used in government and military environments.

Role-Based Access Control (RBAC)

RBAC is a type of access control model that assigns permissions based on a user's role within an organization. A role is a group of users with similar responsibilities and access requirements.

For example, a sysadmin role might have full access to manage the organization's IT infrastructure, including configuring servers, networks, and user accounts, while still being restricted from accessing sensitive business data.

RBAC is popular because it provides a structured and scalable way of assigning and managing permissions.

Attribute-Based Access Control (ABAC)

ABAC is a more flexible approach that grants access based on attributes rather than roles. These attributes can include user characteristics (e.g., department, job title), resource characteristics (e.g., sensitivity level), and environmental conditions (e.g., time of day). 

ABAC allows for more granular access control, making it ideal for complex environments with diverse access requirements.

Policy-Based Access Control (PBAC)

PBAC allows organizations to define access policies that govern who can access what under specific conditions. These policies are typically more dynamic and can incorporate real-time data, such as user behavior or environmental context.

PBAC is particularly useful in scenarios where access decisions must be made based on various factors.

Time-Based Access Control (TBAC)

TBAC is not a standalone model. It's typically used with other access control models like RBAC and ABAC. TBAC adds an extra layer of security by restricting access based on time. For example, a user might have access to a system during business hours or specific shifts but not outside of those times.

Time-based access control is effective in environments where access should be restricted based on hours of operation or shift schedules and is often combined with dynamic policies for real-time access decisions.

Access Control Lists (ACLs)

ACLs are lists of permissions attached to an object, specifying which users or system processes can access that object and what actions they can perform. 

ACLs are commonly used in file systems to control user access to files and directories on a granular level. In some applications, ACLs manage permissions for different users or user groups, specifying what actions they can perform within the application.

Fine-Grained Access Control (FGAC) 

FGAC describes a level of granularity in access control. It refers to the ability to define and enforce highly specific permissions for users, limiting their access to only the resources and actions they absolutely need to perform their jobs. 

ABAC is one of the most used types of FGAC because it uses various attributes to make access decisions.

Identity-Based Access Control (IBAC)

IBAC uses the user's identity directly to determine access rights. Unlike RBAC, which assigns permissions based on predefined roles, IBAC focuses on each user's specific identity, allowing access to be tailored to individuals rather than groups.

It is commonly used when different users require unique access permissions that cannot be easily categorized into roles.

Types of access control management solutions

Organizations have various options when it comes to implementing access management solutions. These solutions can be categorized into three main types: 

• On-premises
• Cloud-based
• Hybrid

On-premises access management systems

On-premises access management systems are hosted and managed within an organization’s IT infrastructure. 

These systems provide direct control over access management and are often favored by organizations with stringent security requirements or those operating in highly regulated industries. Some examples of these systems are:

• Apache Directory Server: Apache Directory Server is ideal for organizations needing a flexible, open-source option that they can fully control. However, proper integration and management typically require substantial technical expertise.
• Microsoft Active Directory: Microsoft Active Directory (AD) is one of the most widely used on-premises access management systems, especially in enterprise environments. It provides a centralized and secure way to manage user identities, access permissions, and organizational resources.

Active Directory is deeply integrated with Microsoft’s ecosystem, making it a natural choice for organizations using Windows servers and workstations.

Cloud-based access management solutions

Cloud-based access management solutions are hosted by third-party providers and accessed over the Internet. These solutions are becoming increasingly popular due to their flexibility, scalability, and ease of integration with modern, cloud-based IT environments. They include:

• WorkOS: WorkOS is a developer-centric platform offering enterprise-grade authentication and access management features like SSO, directory synchronization, and access controls. It makes it easy for developers to integrate these capabilities into their apps quickly. It also supports a wide range of identity providers and offers features like audit logs and role-based access control out of the box.
• Microsoft Entra ID (formerly Azure AD): Entra ID is Microsoft’s cloud-based identity and access management service. It provides tools for managing user access to cloud-based and on-premises applications and is integrated with Microsoft 365 and other Microsoft services.
• Auth0: Auth0 is a flexible, cloud-based identity management platform that allows developers to implement authentication and authorization quickly. It is a good option if you need only the basic customization options in an access management solution.

Hybrid access management solutions

Hybrid access management solutions combine the best of both worlds: The control and security of on-premises systems with the flexibility and scalability of cloud-based services. These solutions are ideal for organizations that must manage access across both on-premises and cloud environments.

In a hybrid approach, organizations might use on-premises systems like Microsoft Active Directory in conjunction with cloud-based services like Azure AD or WorkOS. This allows them to maintain control over certain aspects of their IT infrastructure while taking advantage of cloud services' scalability and flexibility.

Managing a hybrid environment can be complex, requiring careful integration between on-premises and cloud-based systems. 

To successfully manage a hybrid access environment, follow these best practices:

• Centralized identity management: Maintain a single source of truth for user identities to ensure consistency.

• Security and compliance: Regularly audit and monitor both on-premises and cloud environments to ensure they meet security and compliance requirements. Use tools that provide visibility into both environments to detect and respond to threats.
• Seamless integration: Integrate your on-premises and cloud systems to provide a seamless user experience. This could include implementing SSO across environments and consistently applying access policies.

Real-world examples of access management solutions

Let's explore how access management is applied in various sectors:

Corporate enterprises

Large corporations often combine on-premises and cloud-based solutions to protect their intellectual property, financial data, and customer information.

Government and public sector

Government agencies handle sensitive citizen data. A government agency might use a combination of MAC and RBAC to protect classified information, with strict audit trails and access reviews.

Healthcare

The healthcare industry deals with highly confidential patient data. A hospital might implement strong MFA for accessing patient records and attribute-based access controls to ensure only authorized personnel can view specific information.

Education

Educational institutions manage student, faculty, and administrative data, requiring secure access.

A university might use SSO for students and faculty to access learning management systems, email, and other campus resources while implementing role-based access controls for administrative staff.

Technologies and tools supporting access management

The following are some key technologies and tools supporting access management.

Identity and Access Management (IAM) platforms

Identity and Access Management (IAM) platforms are at the heart of access management. They provide a centralized system for managing user identities and controlling resource access.

Some of the leading IAM platforms include Microsoft Entra ID, Okta, and SailPoint. 

These platforms offer many features, such as user provisioning, single sign-on (SSO), multi-factor authentication (MFA), and access reviews.

IAM platforms are designed to integrate with existing IT infrastructure, including directories (like Active Directory), cloud services, and enterprise apps. This integration ensures that user identities and access controls are consistent across all systems.

For example, Entra ID can integrate with on-premises Active Directory to provide a hybrid identity solution that supports cloud and on-premises resources.

Identity Governance and Administration (IGA) tools

Identity Governance and Administration (IGA) tools focus on managing user identity lifecycle and ensuring access controls comply with organizational policies and regulations.

IGA tools are an integral part of IAM platforms, specializing in governance and compliance aspects like access reviews, role management, and certification processes.

These tools handle access certification, role management, and identity lifecycle management. They help organizations enforce policies regarding who should have access to what, ensuring access rights align with job responsibilities and compliance requirements.

IGA is particularly important in industries with strict regulatory requirements, such as finance and healthcare, where organizations must demonstrate that they manage access securely and compliantly. 

Tools like IBM Security Identity Governance are commonly used to implement IGA practices.

Privileged Access Management (PAM) tools

Privileged Access Management (PAM) tools are designed to secure and manage accounts with elevated access rights within an organization.

These tools focus on protecting privileged accounts — such as those belonging to system administrators or executives — by enforcing strict access controls, monitoring activities, and reducing the risk of misuse. They often include features like session recording, credential vaulting, and just-in-time access.

CyberArk, BeyondTrust, and Thycotic are some of the leading PAM solutions.

User and Entity Behavior Analytics (UEBA) tools

User and Entity Behavior Analytics (UEBA) tools use machine learning and analytics to detect anomalous behavior that may indicate a security threat.

They analyze patterns of user and entity behavior to identify deviations from the norm, such as unusual login times, access from unexpected locations, or abnormal access to sensitive data. 

Splunk UEBA and Exabeam are examples of well-known UEBA tools.

Federated identity management tools 

Federated identity management allows organizations to extend their IAM systems across multiple domains or organizations, enabling users to access resources across different systems without needing separate credentials for each.

Federation protocols like SAML and OIDC are commonly used to enable identity federation.

Federated identity management is essential for organizations collaborating with external partners, such as suppliers or customers. It allows them to access shared resources securely without managing separate identity systems.

System Cross-Domain Identity Management (SCIM) tools

The System for Cross-domain Identity Management (SCIM) simplifies user provisioning and deprovisioning by automating the synchronization of user identities between different systems. 

SCIM benefits organizations using multiple cloud services or applications by reducing the administrative overhead of managing user identities across these systems. It also helps ensure that user access is consistent and up-to-date across all platforms.

Best practices for access management and security

Let's explore some best practices for implementing effective access management:

• Implement the principle of least privilege: Grant users only the minimum permissions necessary to perform their job functions. This significantly reduces the potential damage from a security breach.
• Review and update access policies regularly: Access needs change over time. Review and update access policies regularly to ensure they align with your organization's evolving needs and risk profile.
• Deploy Multi-Factor Authentication (MFA): Add an extra layer of security by requiring multiple verification forms, making it significantly harder for unauthorized individuals to gain access.
• Conduct regular audits and compliance checks: Regularly assess your access management system for vulnerabilities and ensure compliance with industry regulations.
• Use automated tools for access management: Leverage automation to streamline tasks like provisioning, deprovisioning, and access reviews, reducing the risk of human error.

Next steps

WorkOS simplifies enterprise readiness with a powerful suite of features. Enjoy flexible authentication options, seamless user management, and enterprise-grade capabilities like SCIM provisioning and SSO — all designed to enhance, not hinder, the developer experience.

With SDKs in popular languages, clear documentation, and responsive Slack-based support, getting started is effortless.

Sign up for WorkOS today, and start selling to enterprise customers tomorrow.