Start here Why this matters When no one owns the access process, employees can keep access they no longer need. Former employees, vendors, and shared accounts can also create risk. Use this resource when You are not sure who can access important files. Employees have changed roles. Vendors or former employees had access to business systems. Your team uses shared folders, shared mailboxes, or shared drives. What to review Who owns each business system. Which employees need access for their role. Which users have administrator or manager permissions. Which folders or files are shared externally. Which accounts belong to former employees or old vendors.
Step by step Practical checklist List your key systems, including email, cloud files, accounting, scheduling, and customer tools. Assign a business owner for each system. Document who currently has access. Compare access to current job duties. Remove access that no longer has a business reason. Schedule a recurring access review.
Avoid these issues Common mistakes Giving administrator access because it is faster. Not removing access after role changes. Letting vendors keep permanent access. Using shared accounts instead of named users. Not documenting who approved access.
Employee IT Onboarding Checklist for Small Businesses A good onboarding process helps new employees start work without delays while keeping business systems organized and secure.
How to Organize Employee Passwords Safely for a Small Business Employee passwords should not live in text messages, notebooks, spreadsheets, or personal browser profiles. A safer password process helps protect business accounts and makes access easier to manage.
Microsoft 365 Administrator Access Review Template Administrator access should be limited, documented, and reviewed. This template helps small businesses identify who has elevated access and why.
