As your business moves into a new year, don’t overlook the importance of system security. We’re not talking about firewalls or passwords, but something just as critical: security roles.
Over time, access can drift out of alignment with job responsibilities, creating unnecessary risk, inefficiencies, and confusion across your organization.
Conducting a thorough security role review early in the year helps ensure the right people have the right access to the right things for the right reasons. A role review also sets the tone for stronger oversight, cleaner data, and fewer downstream issues.
Where Security Roles Commonly Break Down
You may have started the past year with good intentions, but over time, your organization’s security roles evolved reactively. Employees may have gained access to sensitive data they don’t need, simply because adding them was the fastest way to solve a short-term request. In other cases, some staff members may lack the access required to do their jobs efficiently, which forces them to create workarounds that introduce risk and inconsistencies.
Sometimes access changes without clear approval or documentation. When roles are updated informally or without management oversight, it becomes difficult to track who can see what and why. Over time, accountability gaps and unauthorized access increase.
Security roles built around individual names rather than job functions create additional complexity. An employee leaves, but the role often remains. The system becomes cluttered with outdated permissions, which complicates audits. It becomes unclear which role supports which responsibility, making ongoing management far more difficult.
Regulating Your Security Roles
Security roles should be living components of your system, not set-it-and-forget-it configurations.
Here are a few ways your admins can regulate them:
Perform Regular Reviews: Regular reviews empower organizations to stay ahead of access issues, reducing risk and fostering greater control over security.
Use Proper Tools: Deltek’s Role Summary, Field Security, and User Access Reports help you understand current access levels and identify inconsistencies. Pair them with a maintained security log, and your reviews will provide clear visibility into who has access, how it was approved, and when it was last evaluated.
Lean Into Collaboration: Working closely with department leaders and Human Resources ensures roles are aligned with actual job responsibilities. Collaboration supports both security and productivity, since employees have the access they need without gaining unnecessary permissions.
Establish an Approval Process: A formal approval process for any role changes creates structure and accountability. It sets expectations internally and protects your system’s integrity over time.
Support You Can Trust
Entegra supports organizations through outsourced system administration and system audit services, including comprehensive security role reviews. Our team brings an objective, experienced perspective to evaluating access levels, identifying risk areas, and helping you implement role structures that are easier to manage.
Whether you need ongoing administrative support or a focused security review, Entegra helps ensure your system access aligns with your business, people, and standards.
Get Expert Oversight for Smarter System Access
If you are unsure whether your current security roles still reflect how your organization operates today, now is a smart time to take a closer look. A proactive review can prevent bigger issues later and give you confidence moving forward.
Start the year strong with a security roles review.
Contact Entegra today to learn how our expertise can help you conduct effective security role reviews, strengthen your system security, and clarify system access across your organization.