{"id":8289,"date":"2026-03-17T08:51:00","date_gmt":"2026-03-17T07:51:00","guid":{"rendered":"https:\/\/www.bayoosoft.com\/?p=8289"},"modified":"2026-03-17T10:40:00","modified_gmt":"2026-03-17T09:40:00","slug":"identity-and-access-management","status":"publish","type":"post","link":"https:\/\/www.bayoosoft.com\/en\/bayoosoft-access-manager-en\/identity-and-access-management\/","title":{"rendered":"Identity and access management: Why authorization management is more than just an IT obligation"},"content":{"rendered":"

Identity and access management: Why authorization management is more than just an IT obligation<\/span><\/span><\/h1><\/h1><\/div><\/div><\/div>

Forgotten passwords, confusing authorization structures and the constant fear of the next audit: many companies are familiar with these challenges. While the IT department struggles with requests on a daily basis and compliance requirements become ever stricter, employees accumulate access rights over the years that are no longer needed. What is missing is a systematic approach to identity and access management. <\/span> You can find out how this can be achieved in our blog post.<\/span><\/span><\/p>\n<\/div><\/div><\/div>

<\/span><\/div><\/div><\/div>

From Excel lists to real control: Where the problem begins<\/span><\/span><\/h2><\/h2><\/div>

Managing digital identities is one of the most critical tasks in any company. Employees need access to a wide variety of systems, from Active Directory to file servers and SharePoint to specialized applications. The complexity increases with every project change and every department rotation. <\/span><\/p>\n

Many companies still rely on manual processes, Excel lists or the rudimentary on-board tools of their target systems. What appears to be “free” at first glance quickly leads to opaque chaos as complexity increases: a lack of transparency, high susceptibility to errors and significant security gaps. This “management” ties up valuable IT resources and makes companies vulnerable to compliance violations. <\/span><\/p>\n

The real problem arises gradually. Authorizations are granted generously according to the “watering can principle” or are not completely withdrawn when employees change. This “privilege creep”, the uncontrolled increase in access rights, is one of the most common causes of security breaches. A colleague moves from accounting to sales, receives all new rights, but the old access to financial data remains. Over the years, accounts are created with authorizations that go far beyond what is necessary. <\/span><\/p>\n<\/div><\/div><\/div>

What access management really means<\/span><\/span><\/h3><\/h2><\/div>

Access management is much more than simply assigning access rights. It is about precisely controlling who is allowed to access which resources, and only for as long as is actually needed. The focus is on the need-to-know principle: employees should only be able to access the data and systems that they really need for their current task. <\/span><\/p>\n

Instead of assigning authorizations across the board at department level or copying colleagues as a template, granular control based on roles and profiles is required. Project-based access rights with expiration dates, temporary substitution rules that are automatically revoked and multi-level approval workflows provide the necessary control. <\/span><\/p>\n

Sophisticated access management delegates the decision on authorizations to the specialist departments. They know the actual needs of their employees best and can make well-founded decisions, while IT is relieved of operational tasks. <\/span><\/p>\n<\/div><\/div><\/div>

Identity management: The complete user lifecycle<\/span><\/span><\/h3><\/h2><\/div>

An employee’s lifecycle begins on their first day at work and ends when they leave. In between are changes of department, promotions, parental leave or project assignments. Every change requires adjustments to the authorizations.<\/p>\n

Modern identity management automates this process. During onboarding, user accounts are created and authorizations are assigned based on position and department. In the event of changes during employment, old rights are withdrawn and new ones added – automatically, rule-based and documented.<\/p>\n

Offboarding is particularly critical. If someone leaves the company, all access must be blocked immediately. An IAM solution ensures that no account remains active and that all changes are documented in an audit-proof manner.<\/p>\n<\/div><\/div><\/div>

Recertification: Authorizations regularly updated on the<\/span>\u00a0test bench<\/span><\/span><\/h3><\/h2><\/div>

Even with the best automation, authorizations that are no longer needed can accumulate over long periods of time. Regulatory requirements such as ISO 27001 therefore demand regular recertification, i.e. the manual review of all access rights by those responsible.<\/p>\n

In practice, this process often fails due to its complexity. Managers are confronted with confusing Excel lists, the hurdle is too high. Modern IAM solutions make recertification easier by automatically identifying which authorizations need to be checked and providing clear views.<\/p>\n

Resources with personal data in accordance with the GDPR or particularly sensitive information should be recertified more frequently. This focuses the effort where the risk is highest. Seamless documentation helps with compliance and provides security during audits.<\/p>\n<\/div><\/div><\/div>

<\/span><\/div><\/div><\/div>

Compliance: Fulfill ISO 27001, NIS-2 and IT baseline protection<\/span><\/span><\/h3><\/h2><\/div>

The requirements for information security are constantly increasing. Companies often have to comply with several regulations at the same time, from the GDPR and ISO 27001 to the new NIS 2 directive.<\/p>\n

ISO 27001 requires verifiable controls over access rights, regular audits and documented security measures. The NIS 2 directive, which will apply in Germany from 2026, requires operators of critical infrastructures to implement access controls based on the least privilege principle and secure authentication procedures. The BSI’s IT baseline protection recommends structured authorization management over the entire life cycle of user accounts.<\/p>\n

A well thought-out IAM strategy helps to fulfill these different requirements efficiently without having to set up separate processes for each regulation.<\/p>\n<\/div><\/div><\/div>

The challenge of integration<\/span><\/b><\/h3><\/h2><\/div>

An Access Manager is only as good as its integration capability. Most companies work with heterogeneous IT landscapes: Active Directory, file servers with NTFS permissions, SharePoint, Microsoft 365 and various specialist applications.<\/p>\n

Administration should be carried out centrally from a single interface. This reduces complexity and minimizes sources of error. The added value of consistent authorization management across all environments is particularly evident in hybrid infrastructures that combine on-premises and cloud systems.<\/p>\n<\/div><\/div><\/div>

The special feature: Automatic authorization correction<\/span><\/span><\/h3><\/h2><\/div>

Most IAM solutions assign and document authorizations. But what happens if manual interventions, system changes or faulty processes lead to deviations from the planned authorization concept?<\/p>\n

Automatic authorization correction continuously monitors whether defined target statuses are being adhered to and automatically corrects discrepancies before security gaps arise. This proactive approach is not an afterthought, but a permanent protection mechanism. The complete logging of all deviations fulfills audit requirements and shows where improvements need to be made in the processes.<\/p>\n<\/div>

Learn more<\/span><\/a><\/div><\/div><\/div>

Conclusion: From manual management to automated control<\/span><\/span><\/h3><\/h2><\/div>

Authorization management is far more than a technical necessity. It is a strategic success factor that influences security, compliance and efficiency in equal measure. Companies that take a systematic approach here not only protect their data better, but also relieve the burden on their IT teams and create transparent processes.<\/p>\n

The key lies in automation. Manual processes, Excel lists and rudimentary system tools are error-prone, time-consuming and do not scale with growing requirements. What you need is a change from time-consuming “administration” to automated, audit-proof control of your authorizations.<\/p>\n

The BAYOOSOFT Access Manager<\/b> transforms this chaos into real control. Instead of losing track in endless lists, you gain transparency over your entire authorization landscape. The unique auto-correction function ensures that your authorization structure remains clean not only immediately after tidying up, but permanently during operation – automatically, audit-proof and traceable at all times.<\/p>\n<\/div><\/div><\/div>

This is how we support you<\/p>\n<\/div>

Your solution around file servers, SharePoint, Active Directory and third-party systems \u2013 From standardizing user and access management to supporting the supply of IT services: Optimize entire process chains with BAYOOSOFT Access Manager and sustainably reduce operational efforts while increasing information security.<\/p>\n<\/div>

Learn more<\/span><\/a><\/div><\/div><\/div>
<\/span><\/div><\/div><\/div><\/div><\/div><\/div>

FAQ: Frequently Asked Questions About Identity and Access Management<\/h2><\/h2><\/div>
<\/i><\/i><\/span>What is the difference between Identity Management and Access Management? <\/span><\/a><\/div><\/div>
\n

Identity Management (IDM) deals with the administration of digital identities<\/span>, <\/span> i.e. the creation, maintenance and deletion of user accounts throughout their entire lifecycle. Access management (AM), on the other hand, controls which authorizations and access rights these identities have to various systems and resources. In practice, both areas are closely interlinked and are often summarized under the term IAM (Identity and Access Management). <\/span><\/span><\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Why is a self-service password reset more secure than a manual reset by the helpdesk? <\/span><\/a><\/div><\/div>
\n

Self-Service Password <\/span>reset<\/span> reduces the risk of <\/span>social<\/span>-engineering attacks considerably. If employees need to contact the helpdesk, attackers can impersonate employees or manipulate support in a targeted manner. With self-service, authentication takes place directly on the system using multi-factor procedures, without <\/span>human intermediate steps. At the same time, the insecure transmission of temporary passwords by telephone, which could be intercepted, is no longer necessary. <\/span><\/span><\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>How often should authorizations be recertified? <\/span><\/a><\/div><\/div>
\n

The frequency depends on the sensitivity of the data and the regulatory requirements. For standard resources, auditors recommend annual recertification. For particularly sensitive data <\/span>, <\/span>such as personal data according to GDPR or financial data<\/span>, <\/span> shorter intervals of six months or quarterly should be chosen. It is important that recertification remains practicable so that those responsible can carry it out conscientiously. <\/span><\/span><\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>What does the need-to-know principle mean in authorization management? <\/span><\/a><\/div><\/div>
\n

The Need-<\/span>to<\/span>–<\/span>know<\/span>-The principle of access control states that employees may only access the information and systems that they actually need to perform their current tasks. It is therefore not about assigning as many authorizations as possible, but as few as necessary. This principle minimizes the risk of data misuse and leaks and is a core component of many security standards such as ISO 27001. <\/span><\/span><\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>What role does IAM play in meeting NIS 2 requirements? <\/span><\/a><\/div><\/div>
\n

NIS-2 requires affected companies to implement comprehensive cyber security measures, including <\/span>robust identity<\/span> and access management. The directive explicitly requires access controls based on the principle of least privilege, secure authentication procedures, regular checks of access rights and complete documentation. A structured IAM system is practically indispensable in order to demonstrably fulfill these requirements and pass audits. <\/span><\/span><\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Can IAM also work in hybrid environments with cloud and on-premises? <\/span><\/a><\/div><\/div>
\n

Yes, modern IAM solutions are explicitly designed for hybrid environments. They manage authorizations consistently across local <\/span>Active<\/span>-directory instances, Microsoft 365, Azure <\/span>Active<\/span> directory and various cloud services. Central administration from a standardized interface is crucial to reduce complexity and avoid security gaps due to inconsistent configurations. <\/span><\/span><\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>What is Privilege Creep and why is it dangerous? <\/span><\/a><\/div><\/div>
\n

Privilege creep refers to the gradual accumulation of access rights over time. Employees receive additional authorizations when they change projects, rotate departments or take on new tasks, but these are not systematically withdrawn when they are no longer needed. <\/span>This is often the case with trainees, for example. <\/span>Over the years, this results in user accounts with far too many privileges. This not only increases the risk of insider threats, but also makes accounts more attractive targets for attackers. <\/span><\/span><\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>How does IAM support compliance with the GDPR? <\/span><\/a><\/div><\/div>
\n

The GDPR requires technical and organizational measures to protect personal data. IAM contributes to this by ensuring that only authorized persons can access such data (principle of data minimization). The complete documentation of access rights and changes fulfills the accountability obligation under Art. 5 GDPR. Automatic deletion of access when employees leave supports the right to be forgotten. Recertifications help to avoid excessive data processing. <\/span><\/span><\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>What are the costs of inefficient authorization management? <\/span><\/a><\/div><\/div>
\n

The costs are considerable, even if they are often hidden. Every password <\/span>Reset<\/span> costs around 70 dollars in working time, according to estimates by Forrester Research. With 30 to 50 percent of all helpdesk tickets relating to password problems, this quickly adds up. Added to this are productivity losses due to locked-out employees, risks due to excessive authorizations, compliance violations with possible fines and the time and costs involved in manual processes. Modern IAM solutions often pay for themselves within a few months. <\/span><\/span><\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>What is the difference between authentication and authorization? <\/span><\/a><\/div><\/div>
\n

Authentication answers the question “Who are you?”<\/span>, <\/span> i.e. the verification of a user’s identity, typically by means of a user name and password or multi-factor procedure. Authorization, on the other hand, clarifies “What are you allowed to do?” <\/span>, <\/span>i.e. which authorizations and access rights the authenticated person has to certain resources. Both processes are closely interlinked: authorization is only checked after successful authentication. <\/span><\/span><\/p>\n<\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":50,"featured_media":8273,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[45,47],"tags":[125,104,103,85],"class_list":["post-8289","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-bayoosoft-access-manager-en","category-posts","tag-access-management","tag-access-manager","tag-iam","tag-management-system"],"yoast_head":"\nIdentity and access management<\/title>\n<meta name=\"description\" content=\"Identity and access management: efficient authorization management with automationIdentity and Access Management: Automated, secure access management for efficient processes.\" \/>\n<meta name=\"robots\" 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