How to Protect Administrator Accounts in a Small Business

Administrator accounts are some of the most important accounts in a small business. They can create users, reset passwords, change settings, access sensitive data, and control business systems.

Why administrator account security matters

A compromised administrator account can affect the whole organization. It may allow someone to access email, create forwarding rules, add users, change security settings, view files, or remove protections.

Protecting administrator accounts should be one of the first steps in any small business security review.

Know who has administrator access

The business should always know who has administrator permissions and why. Administrator access should not be granted casually or left in place forever.

• Microsoft 365
• Google Workspace
• Website platforms
• Domain registrars
• Accounting systems
• Payroll systems
• Device management tools
• Password managers

Require Multi-Factor Authentication

Administrator accounts should use Multi-Factor Authentication. This is one of the simplest ways to reduce account compromise risk.

• Global administrators
• User administrators
• Email administrators
• File and storage administrators
• Billing administrators
• Vendor administrator accounts

Limit the number of administrators

Too many administrators create unnecessary risk. Each administrator account is another account that must be protected, reviewed, and removed when no longer needed.

Create an administrator access review

A simple monthly or quarterly administrator review can help reduce risk.

1. List all systems with administrator roles.
2. Review who has administrator access.
3. Remove permissions that are no longer needed.
4. Confirm Multi-Factor Authentication is enabled.
5. Review vendor access.
6. Document changes made during the review.

J3 Systems Group LLC helps small businesses and nonprofits review administrator roles, clean up access, document ownership, and improve account security.