Managing who can connect to your business network when employees join or leave is essential for keeping your data safe and your operations running smoothly. When a new starter arrives, they need the right access to systems and files to do their job. Conversely, when someone leaves, it's critical to promptly remove their access to prevent unauthorised use, data breaches, or accidental disruptions.
Failing to control network access effectively can lead to serious issues. For example, if a former employee's login remains active, they might unintentionally or deliberately access sensitive information, putting your business at risk of data loss or regulatory breaches under UK GDPR and the Data Protection Act 2018. Additionally, delays in granting access to new joiners can cause frustration and lost productivity. From a compliance perspective, keeping clear records of who has access and when supports audits and certifications such as Cyber Essentials or ISO 27001.
Typical scenario for a UK SME
Consider a UK-based company with around 50 staff. When a member of the sales team leaves, their network credentials and email access need to be disabled immediately. Without a clear process, this might be overlooked during a busy period, leaving the door open to data leaks. Meanwhile, a new marketing assistant starts the next week but cannot access the shared drives or CRM system promptly, delaying campaigns and impacting revenue. A reliable managed IT service provider would have automated workflows and clear policies to handle these changes quickly and securely, minimising risk and downtime.
Practical checklist for managing network access
- Ask your IT provider: How do you handle account creation and deactivation for joiners and leavers? Is this process documented and time-bound?
- Access controls: Are user permissions regularly reviewed to ensure they match current job roles? Are there role-based access controls (RBAC) in place?
- Authentication: Is multi-factor authentication (MFA) enforced for all network access to reduce the risk of compromised credentials?
- Logging and monitoring: Are access logs maintained and reviewed for unusual activity, especially around employee departures?
- Device management: Are company devices wiped or secured when returned by leavers? Is there a policy for personal devices accessing the network?
- Internal checks: Regularly review active user accounts and email aliases to identify any that should be disabled.
- Backup and data retention: Ensure data owned by leavers is backed up and transferred appropriately before access is removed.
- Supplier assessment: When choosing or reviewing IT providers, check their approach to access management and compliance with UK security standards.
Next steps for your business
Effective network access management is a foundational part of your overall IT security and operational efficiency. If you don't already have clear procedures, or if you're unsure about your current approach, it's sensible to discuss this with a trusted managed IT provider or IT advisor. They can help you establish or improve processes that align with UK best practices and compliance requirements, reducing risk and supporting your business growth.