Without IdM, chaos in access management is only a matter of time

Every employee today works with numerous systems, applications, and data, making access management an absolute necessity. The challenge lies in assigning and revoking the correct permissions for the right application to the right staff member at the right time and for the appropriate duration, all while avoiding errors and security risks. The answer is Identity Management (IdM). Without it, maintaining order in corporate permissions is extremely complex and error-prone. If you do not have IdM, you do not have automated access management across the entire user lifecycle.

What is IdM and why do companies need it?

Identity management is the brain of a modern company, managing who has access to what and when. It automates processes that were previously tedious and susceptible to human error. Thanks to IdM, the IT department does not need to react manually to personnel changes within the company, whether involving new hires, leavers, or position changes. The system, which is linked to human resources (HR) data, takes care of everything.

Without IdM, dangerous situations may arise. A typical example is an employee who has moved from one department to another or changed positions but has retained their old system access – this leads to a ‘cumulation of permissions’. Another scenario involves a staff member on maternity leave or even a former employee whose account is still “living a life of its own”. Such overlooked identities are a nightmare for company security. They can lead to data loss, reputation damage, or a loss of trust from business partners.

When HR and IT pull together

The key to the effective functioning of IdM is integration with the HR system. This system contains detailed and up-to-date information about new hires, leavers or position changes within the company. IdM uses this information as input and automatically assigns or revokes access accordingly. The user receives only the rights they need at that moment – nothing more, nothing less. The system also allows the definition of standard roles, such as for HR, finance, or sales, with pre-configured access rights. This eliminates inconsistency and reduces the need to handle exceptions manually, as every exception leads to problems.

What can IdM do?

A well-configured system can automatically set up or cancel accounts in all systems, including those that do not support integration via domain groups and where access was previously managed manually. It can track the entire user lifecycle, from onboarding to leaving the company. It keeps the access environment clean and transparent, free of old and inactive accounts, and allows for rapid response. In the case of immediate termination, for example, one click is enough to disconnect the staff member from all systems. Furthermore, every change is traceable, which is crucial during security incidents or audits.

The implementation of IdM brings a number of specific benefits:

• Security: inactive accounts disappear, access is defined by roles, rules are automatically and strictly adhered to, and assigned permissions are automatically checked.
• Time and money savings: fewer IT tickets, less manual work, fewer errors.
• Happier users: they do not have to wait for access approvals – they receive them automatically based on their position.
• Regulatory compliance: the GDPR, ISO 27001, NIS 2, or the ZKB (Slovak Cyber Security Act) – all these standards emphasise identity management. IdM helps companies meet these requirements.

There are several reasons why identity management is appreciated by companies. The more intensive use of cloud services and the growing number of applications increase demands on the IT department, making manual management of user accounts ever more complicated. In addition, new legislative regulations require companies to behave more responsibly. Conversely, when it comes to cyber threats, attackers are increasingly targeting identities – not just regular users, but also those with higher privileges. While the IdM implementation is a time-consuming project, potentially lasting several months, its benefits are long-term. In today’s world, it is no longer just a nice-to-have advantage, but a necessity.

When is the right time to start?

If a company employs more than fifty people, uses multiple IT systems, or has a high staff turnover, it is high time to seriously consider IdM. This is especially true if the company wants to strengthen security, reduce the burden on IT, and comply with legislation.

Companies that are still managing identities manually should consider switching to a modern solution. When implementing IdM, consider the following three important steps:

• Analyse the user lifecycle – Understand how identities in the organisation are created, changed, and revoked. This is the basis for correctly configuring IdM.
• Automate and integrate HR with IdM – Maximise the benefits by linking to the HR system for automatic access management. Introduce workflows for access requests and approvals that can take place outside of IT, e.g. between an employee and their manager.
• Emphasise security and audit trails – IdM significantly increases security by continuously keeping the system ‘clean’ and eliminating manual interventions outside defined roles. It also provides a detailed audit trail for every access change, which is crucial for traceability and incident response.

All companies that have implemented and correctly configured identity management confirm a reduction in the workload for both HR and IT, as well as a significant increase in efficiency due to automated processes. Therefore, IdM is no longer an option but the cornerstone of any secure and efficiently managed digital infrastructure.