What is an Access Request?

What is an Access Request?

An Access Request is an activity initiated by a user (e.g., employee, vendor, contractor, etc.) or an administrator, user’s manager, or user’s principal contact within an organization to get permission for a user to access resources within an IT infrastructure.

Access requests are initiated through an access request system, a mechanism that enables organizations to manage and control who can access certain resources, such as data, applications, systems, or physical locations. These systems are purpose-built to only approve an access request for an authorized user, only to the resources the user needs to do their job, and only for as long as the user requires access. Managing access requests through a comprehensive access request system streamlines access management, enhances organizational security, and ensures regulatory compliance. The access request system is a foundational tool for controlling digital access and permission management.

Principal Components of an Access Request System

• User Authentication. Verifies the identity of users through methods like passwords, biometrics, or multi-factor authentication.
• Access Policies. A set of rules and criteria in the system software that govern who can request access, what they can access, and under what conditions.
• Authorization. Grants or denies access based on user roles, permissions, and policies.
• Request Handling. This enables users to request access to specific resources within the IT infrastructure. This often includes approval workflows, so the proper personnel can review each Access Request.
• Audit and Reporting. The system tracks and logs all access requests, approvals, and denials to provide a record of compliance to auditors.
• Role-Based Access Control (RBAC). Assigns permissions based on roles within the organization, making it easier to manage access rights.
• Self-Service Portal. Provides a user interface so a user can initiate an Access Request and monitor the status.

How Does an Access Request System Work?

A user submits an Access Request through an access application form that specifies the type of access they need, the resources they need access to, and the reason for the request.

The user access request is routed to the appropriate personnel for review, usually a manager or owner of access to a resource/system. Approvers assess the necessity and appropriateness of the access inquiry based on predefined criteria and policies.

Once approved, access rights are granted. This may involve using an identity management tool or identity management capabilities to update user accounts, modify permissions, and configure access settings.

Notifications are sent to relevant parties (e.g., requester, approvers, etc.) at critical points in the process, such as submission, approval, and provisioning.

An Access Request tool may revoke user access rights when they are no longer needed or when users change roles or leave the organization.

Administrators conduct regular audits to ensure that Access Request policies are being followed, and the system generates reports to show regulatory compliance.

Main Benefits

As part of an overall security management system, an efficient access request system helps organizations to:

• Improve the Organizational Security Posture. When only authorized users have access to sensitive data and systems, there is less chance for security breaches.
• Maintain Regulatory Compliance. An Access Request tool maintains proper user access management and audit trails and makes it easier to satisfy regulatory and industry standards.
• Create Efficiency. An access request system reduces workloads in IT departments by streamlining the process of granting and revoking access.
• Establish Transparency. An Access Request tool provides clear visibility into who has access to what resources and explains the decision-making process.

The Future of Access Request Systems

An access request system in a SaaS-based IGA solution makes it easier for organizations to scale easily to accommodate more users, devices, and applications. It provides a flexible and adaptable framework that can evolve with new regulations and respond to emerging security threats.

Omada’s SaaS-based IGA solution, Omada Identity Cloud, offers advanced, scalable access request system capabilities that enable your organization to maintain efficient access control and future-proof identity security. Omada provides important resources to get started; such as examples for access request, access request, permission request, user access, request for access, and access forms as well as expert implementation and advisory practices. Contact Omada to learn more.