Keeping detailed logs and controlling who can access your IT systems is essential for meeting the Information Commissioner's Office (ICO) guidance on data protection. Simply put, this means recording who does what on your systems and ensuring only authorised staff can access sensitive information. This helps your business spot potential security issues early, maintain customer trust, and demonstrate compliance with UK data protection laws like the Data Protection Act 2018 and UK GDPR.
Why this matters for UK SMEs
Without proper logging and access controls, your business risks data breaches, unauthorised changes, or loss of critical information. Such incidents can lead to costly downtime, damage to your reputation, and possible fines or enforcement action from the ICO. For example, if an employee accidentally deletes customer records or a cyber attacker gains access to your systems, detailed logs help you understand what happened and when. Access controls reduce the chance of such incidents by limiting who can view or change sensitive data.
A typical scenario
Consider a UK SME with around 50 staff handling customer data across sales, finance, and support teams. Without clear access controls, staff might access data unrelated to their role, increasing the risk of accidental or malicious misuse. If a ransomware attack occurs, logs showing unusual login times or failed access attempts can help IT quickly identify compromised accounts and contain the breach. A trusted IT partner would implement role-based access controls, enable multi-factor authentication (MFA), and set up centralised logging to capture key events across servers, applications, and network devices.
Practical checklist for SMEs
- Ask your IT provider: How do you manage user access rights? Do you enforce role-based access and MFA?
- Check logging practices: Are logs collected centrally and retained securely for an appropriate period (e.g. 6–12 months)?
- Review access lists: Regularly verify who has access to sensitive systems and data, removing any unnecessary permissions.
- Confirm audit readiness: Can your IT provider produce logs on demand for investigations or ICO audits?
- Test internal controls: Perform spot checks on user accounts and review password policies to ensure complexity and regular updates.
- Backup logs and data: Ensure your backups include logs and that these are stored securely offsite or in the cloud.
- Document policies: Maintain clear internal policies on access control and logging aligned with ICO guidance and Cyber Essentials requirements.
Common pitfalls to avoid
Avoid relying solely on default system settings or manual logging processes that are inconsistent or incomplete. Overly broad access rights or shared accounts make it hard to trace actions back to individuals. Neglecting to review and update access controls regularly can leave your business exposed as staff roles change. Finally, failing to store logs securely or for a sufficient time can hinder incident investigations and compliance efforts.
For UK SMEs, working with an experienced IT consultant or managed service provider can help establish and maintain effective logging and access control practices tailored to your business needs. They can also assist with preparing for ICO audits and meeting standards like Cyber Essentials or ISO 27001. If you haven't reviewed your approach recently, consider speaking with a trusted IT advisor to ensure your systems protect your data and your customers.