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How do you get an overview of all access rights within your organization?

To gain an overview of all access rights within your organization, you systematically map out who has access to which systems, locations, and data, and whether that access is still justified. This requires a combination of an access rights audit, the right management software, and clear responsibilities within the organization. The sections below answer the most frequently asked questions about access control and how to approach this practically. Do you have a question right away? Feel free to contact us and we will help you further.

What methods exist to map access rights?

There are three commonly used methods to map access rights: manual inventory via lists and interviews, automated scans of user accounts and rights within systems, and role-based analysis, where you examine what access is logical for each function. Most organizations combine these approaches for a complete picture.

With manual inventory, you speak with department heads and system administrators to determine who has access to which rooms, applications, and files. This provides context that software cannot always offer, but is time-consuming and prone to errors in larger organizations.

Automated scans read directly from systems which users have which rights. This quickly provides a complete overview, but requires that all systems be connected to a central platform. Role-based analysis, also known as Role-Based Access Control (RBAC), goes a step further: you define the standard access rights per function or department and compare them with reality. Deviations become immediately visible.

What is an access rights audit and how does it work?

An access rights audit is a structured assessment in which you systematically check whether all users within an organization still have the correct access rights. During such an audit, you compare the actual rights in systems with the desired situation based on role, department, and company policy.

An audit typically proceeds in four steps:

  1. Inventory: Collect a complete overview of all users, accounts, and associated permissions in every system or location.
  2. Assessment: Compare the existing rights with the organization's access policy. Are the rights still appropriate for the current position?
  3. Correction: Revoke unnecessary or outdated rights and adjust deviations. Consider former employees, job changes, or temporary project access that has not been revoked.
  4. Documentation: Document the findings and changes so that you have a reliable starting point for the next audit.

An audit is not just a technical exercise. It is also an opportunity to evaluate the access policy itself: are the rules still up-to-date and do they align with the way the organization operates?

Which tools help manage access rights?

Tools that help manage access rights fall into three categories: Identity and Access Management (IAM) software, physical access control systems for buildings and rooms, and combined platforms that integrate digital and physical access. The right choice depends on the size and nature of your organization.

IAM software for digital access

IAM platforms such as Microsoft Enterprise ID (formerly Azure AD), Okta, or SailPoint centralize the management of user accounts and permissions within digital systems. They offer features such as Single Sign-On, automatic onboarding and offboarding, and reports on who has access to which applications. For organizations with many employees or complex IT environments, IAM software is virtually indispensable.

Physical access control systems

Access cards, key safes, and electronic locks are used to manage access to buildings, server rooms, and other physical locations. Modern systems record who had access where and when, which enhances both security and auditability. Integration with HR systems ensures that access cards are automatically deactivated when an employee leaves the company.

How often should you check access rights within an organization?

Access rights must be fully checked at least once a year, but in practice, a higher frequency is advisable. Organizations with high staff turnover, sensitive data, or strict compliance requirements check access rights quarterly or even monthly.

In addition to periodic checks, there are also specific moments when you must immediately assess access rights:

  • Upon termination of employment or a change of position of an employee
  • Upon completion of a project for which temporary access was granted
  • After a security incident or data breach
  • Upon the introduction of new systems or applications
  • When laws and regulations change, such as amendments to the GDPR or sector-specific standards

Setting up automatic notifications in your management system helps ensure you don't miss these moments. A good access control system proactively detects anomalies, so you are not dependent on manual checks.

Who is responsible for the overview of access rights?

Responsibility for the overview of access rights lies with multiple parties simultaneously: the IT department or system administrator manages the technical implementation, while departmental managers are responsible for approving and reviewing the rights of their team members. Ultimate responsibility rests with the Board of Directors or the designated security officer.

In practice, a shared responsibility model works best. The IT department takes care of the technical infrastructure and reporting, but the substantive assessment of whether someone still needs specific access belongs with the direct supervisor. After all, the supervisor has the best insight into an employee's tasks and role.

Larger organizations often set a data owner or access manager to: an officer specifically responsible for the access policy and coordinating the periodic audits. This prevents access management from falling through the cracks when multiple departments are involved.

What are the risks of an incomplete overview of access rights?

An incomplete overview of access rights significantly increases the risk of unauthorized access, data breaches, and internal fraud. When you do not know who has access to which systems or locations, you cannot intervene in a timely manner when that access is misused or is no longer justified.

The most common risks are:

  • Dormant accounts: Former employees or former suppliers who still have active access to systems or buildings without this being noticed.
  • Privilege creep: Employees who accumulate more and more rights over the years with every change of position, without old rights being revoked.
  • Compliance risks: Laws and regulations such as the GDPR set requirements for who has access to personal data. An incomplete overview can lead to fines or reputational damage.
  • Delayed response to incidents: If a security incident occurs, it takes much more time to determine the cause when there is no clear overview of access rights available.

Good access management is therefore not just a technical measure, but an essential part of broader corporate security. Do you want to know where your organization stands at the moment? Contact us with Sellox for a no-obligation consultation.

Frequently Asked Questions

How do I start setting up an access rights policy if nothing has been documented yet?

Start with a baseline assessment: inventory all systems, locations, and data within your organization and map out who currently has access to them. Next, determine for each role or department what access is logical and necessary, and document this in a formal access policy. Use this document as a starting point for your first audit and as a reference for future changes.

What is the difference between privilege creep and the principle of least privilege?

Privilege creep is the unintended process whereby employees accumulate more and more access rights because old rights are not revoked upon a job change. The principle of least privilege is the opposite approach: you grant employees only the minimum access they need to perform their work. By using least privilege as a starting point and auditing regularly, you prevent privilege creep from occurring.

How do I ensure that access rights are automatically revoked upon termination of employment?

Link your access management system (both digital and physical) to your HR or personnel system so that an employee leaves the company automatically triggers the deactivation of accounts and access passes. Additionally, create an offboarding checklist that is reviewed jointly by the manager and the IT department upon every departure. Ensure that this integration also includes temporary contracts and external employees, as this group in particular is often overlooked.

Which laws and regulations impose requirements on access management within Dutch organizations?

The General Data Protection Regulation (GDPR) requires organizations to ensure that only authorized persons have access to personal data, which places direct demands on access management and logging. Depending on your sector, additional standards may also apply, such as NEN 7510 in healthcare, ISO 27001 for information security, or the NIS2 directive for providers of essential services. A well-documented access rights audit helps demonstrate that your organization complies with these requirements.

How do I handle access management for external employees, suppliers, and freelancers?

Treat external parties just like internal employees: define in advance what access they need, grant that access based on the principle of least privilege, and set an end date that corresponds to the duration of the contract or project. Create a separate category for external parties in your access management system so that they are easy to identify and manage. When concluding a collaboration, always actively check whether all access has been revoked.

What are common mistakes when performing an access rights audit?

A common mistake is that the audit is performed solely technically by IT, without a substantive assessment by managers who know whether someone still truly needs specific access. Other pitfalls include failing to include physical access rights (such as cards and keys), forgetting service accounts and shared accounts, and not documenting the findings for future use. Always ensure a shared responsibility model involving both IT and the business.

How do I make access management a topic of discussion and a priority within my organization?

Link access management to concrete risks that management understands, such as the financial consequences of a data breach, fines under the GDPR, or reputational damage in the event of a security incident. Present a brief baseline assessment or risk analysis showing the number of active accounts for former employees or the number of employees with access to systems outside their job responsibilities. Concrete figures make the subject tangible and help build support for investment in management software and periodic audits.