Does your organization have documentation of use of privileged accounts?

Many organizations lack insight into how accounts with extended or special privileges are being used. This can make it difficult to find answers when something goes wrong – and the consequences can be significant. In this article, we take a closer look at why documentation is key to both security and trust.

Imagine a business-critical system crashing during peak hours. Or an external vendor gaining access to more than they should. Perhaps you suddenly discover that someone has altered the configuration of an important system, without anyone knowing who, when, or why.

In such a situation, the natural question arises: Who did what – and when?

Organization lacks good documentation All too often, it turns out that there is no clear answer. This isn't because anyone is trying to hide something, but because access hasn't been logged, the account isn't personally linked to anyone, or access is shared among multiple users.

When it comes to users with special privileges, such as administrators, scripts, and external parties with direct system access, documentation is often lacking. This is precisely where the consequences can become severe.

Why is it challenging to find answers when issues arise?

Many organizations have effectively managed regular user access. However, the situation often differs when it comes to accounts with special privileges.

Privileged accounts are typically used by administrators, system owners, external consultants, or automated scripts. Access is often granted to quickly resolve a specific issue. Yet, because it involves operations and the need for immediate access, documentation and control are frequently deprioritized.

This results in:
Multiple individuals having access to the same account without documentation.
Access being granted directly, without approval or logging.
cripts and service accounts having access levels that no one oversees anymore.
Temporary access never being revoked.

Consequently, when errors, suspicions, or audit requirements arise, there is no clear data foundation to refer back to. This is not necessarily due to any wrongdoing but because the system is not designed to provide insight.

What happens when documentation is missing?

Without documentation detailing who has done what, it becomes challenging to act, learn, and take responsibility. This applies to both minor and major situations.

Consequences of lack of documentation of privileged users If a configuration is altered without explanation, it can consume time and resources to determine what happened and why. In cases of suspected misuse, it may be impossible to ascertain if it is genuine and who is responsible. Additionally, if faced with audit or regulatory demands, the absence of documentation can cast doubt on your entire security framework.

A lack of insight also means the same mistakes can recur. Management may not receive clear answers, and trust in IT security can diminish—both internally and externally.

In short: Without documentation, there is no assurance that access to your most sensitive systems is being used responsibly.

What is required for effective documentation of privileged access?

Effective documentation is not about constantly monitoring everyone. It is about being able to track the use of high-risk access and ensuring transparency when necessary.

To achieve this, privileged access must be:
Linked to specific users or systems.
Assigned with clear purposes and durations.
Utilized through systems that log actions and events.
Regularly reviewed and audited.

It may sound extensive, but it doesn't have to be. With the right approach and solution, it is possible to create oversight and documentation—one step at a time.

What steps can you take to improve the documentation of privileged access?

If your organization lacks a comprehensive understanding of the use of privileged accounts, this is a good starting point. To enhance both security and documentation, it is crucial to clarify how access to sensitive systems is currently managed.
What steps can you take to improve documentation of privileged access?

Begin by asking questions such as:

Which accounts have access to business-critical systems?
Who uses them, and when?
How is access granted, monitored, and revoked?

Once you have a clear overview, it becomes easier to identify areas lacking control or transparency.

Implementing Privileged Access Management (PAM) would be a logical next step. A PAM solution assists in managing, restricting, and documenting the use of privileged accounts, providing the transparency many organizations currently lack.