UAM Security, Benefits, and Best Practices

Imagine leaving the front door to your home wide open. Most people might walk by without noticing it, but it only takes one person with the wrong intentions to step inside. Now, think of your business’s systems in the same way—stolen credentials topped the list of attack methods in 2023, showing that basic security measures are leaving too many doors unlocked for attackers.

This is where User Access Management (UAM) acts like a personalized, dynamic security system for your organization. Instead of just guarding the front door, UAM ensures every user has access only to what they need and locks down everything else. It’s not just about closing doors—it’s about controlling who can open them and when.

With a well-executed UAM strategy, you don’t just react to threats—you stay ahead of them, keeping your organization’s most sensitive information secure while maintaining the agility to adapt to new challenges. So, how does UAM work, and what does it look like when done right?

What is user access management (UAM)?

In the IT world, UAM can mean many different things. For this discussion, we’ll focus on UAM as user access management, a system that controls the access rights of individuals within an organization.

UAM security programs screen users to determine if (and when) they can access certain data, applications, and resources. Key components include:

• Identity verification
• Access provisioning
• User monitoring and auditing

Properly implemented, UAM reduces the risk of insider threats, mitigates the potential damage of compromised accounts, and helps maintain compliance with stringent security standards in industries.

User access management vs identity access management

Although UAM and identity access management (IAM sound similar, they serve distinct purposes). IAM is a broader concept that covers everything about managing digital identities and access privileges. That wide umbrella includes functions like:

• User authentication and authorization, such as via multi-factor authentication (MFA) and single sign-on (SSO)
• Managing users with higher-level access via privileged access management (PAM)
• User lifecycle management, from creating credentials down to off-boarding and deactivation

Similar to these examples, UAM is a specialized subset of IAM. Whereas IAM provides the framework, UAM acts on that framework to manage user access. Essentially, IAM is the overall identity strategy, and UAM executes the access controls within that strategy.

User access management vs user activity monitoring

It’s easy to confuse UAM with user activity monitoring, but they each play a unique role in securing an organization’s systems. We can break the difference down this way:

• User access management: Focuses on controlling and managing access to programs, files, and resources.
• User activity monitoring: Tracking and recording what users do once they have access to those resources.

Though user activity monitoring is useful for auditing purposes, it’s no substitute for user access management, which mitigates security breaches proactively (rather than reactively).

Both are essential for a comprehensive security approach, but user access management is the critical first defense.

User access management vs unified access management

On the topic of ‘other’ UAMs, user access management could also be confused with unified access management. This refers to a system or software that provides a single, centralized platform for managed access across an organization. 

Whether as a standalone solution or a feature of another access management software, unified access management is intended to bridge security between digital and on-prem applications. 

Benefits of UAM

Now that we know what UAM is (and isn’t), consider the benefits of incorporating it into your organization.

Enhanced security

A strong IT security strategy aims to provide the right access for the right people at the right time. UAM enables this, ensuring only authorized users can access specific data and applications. 

This aligns with the principle of least privilege, which is crucial for minimizing insider threats and ensuring users receive only the access necessary to perform their roles.

Improved compliance

Establishing strict access control standards is essential for industries that must comply with stringent data protection laws (such as GDPR in Europe or HIPAA in the US).

UAM positions organizations to meet those regulatory requirements by providing:

• Automated audit trails of access activities
• Customizable user permissions to enforce data access policies
• Centralized access control to simplify adherence

Efficient access management

UAM streamlines the process of granting and revoking access rights. Rather than requiring changes in multiple individual systems, quality UAM software seamlessly integrates with your existing platforms. These connections consolidate access management into a single interface to reduce IT workload and speed up onboarding or role changes.

Reduced risk of insider threats

Whether ill-intentioned or accidental, insider threats can be devastating if not mitigated properly. UAM aims to do just that by:

• Limiting access to sensitive information based on user roles
• Providing granular control over what actions users can perform
• Enabling quick detection and response of suspicious behavior

Increased productivity

More than just a security measure, user access management can be a powerful tool for productivity. How so?

By providing users with streamlined access to the tools and data they need without unnecessary roadblocks, they can work more efficiently. Some UAM solutions even allow for automated approval of access requests, meaning less downtime and faster workflows without sacrificing security.

Centralized access control

A centralized UAM solution reduces complexity and improves security by eliminating the silos of fragmented access management systems. This helps eliminate any potential blindspots that attackers could exploit and makes IT work easier since security teams visualize and manage everything on a single screen instead.

Improved user experience

One of the biggest cybersecurity challenges is reducing the friction that comes with juggling passcodes and access requests. UAM streamlines this with options like:

• Single-use admin credentials for safe and easy logins
• One set of encrypted credentials for multiple systems
• Seamless sign-in and access elevation request processes

Best practices for UAM security

Implementing UAM effectively requires more than just the right software—it needs to be built on a foundation of strong security practices. Here are a few key components that make up strong UAM security.

Define a UAM policy

Before any UAM can start automating access management, the software needs some rules to work with. That’s your UAM policy—a set of guidelines that define how user access is managed in your organization. 

Creating this policy involves:

• Clearly defining team member roles and responsibilities
• Establish guidelines for providing, modifying, and revoking access
• Outline procedures for regular access audits

Well-defined access policies are the first step to establishing strong UAM security.

Establish role-based access control (RBAC)

RBAC assigns access levels based on an individual’s role within the organization. Implemented alongside a comprehensive UAM policy, RBAC minimizes the risk of unauthorized access while ensuring users have appropriate access from the very start.

Implement multi-factor authentication (MFA)

A cornerstone of cybersecurity, MFA requires users to provide multiple forms of verification before gaining access to certain accounts or systems. Should one set of credentials be compromised, the additional set(s) prevent any breaches.

MFA is generally best implemented as a combination of something the user:

• Knows (e.g., password)
• Has (e.g., smartphone)
• Is (e.g., biometrics)

Use single sign-on (SSO)

SSO technology allows you to access multiple applications with one set of credentials. This has two major benefits:

1. SSO simplifies user logins by eliminating unnecessary security checks and the need to juggle multiple passwords.
2. It enhances overall UAM security by reducing the number of credentials needed and reducing potential attack vectors.

This best practice works well when paired with MFA. The two are commonly employed together to secure internal applications and software-as-a-service (SaaS) applications.

Review access regularly

User roles and responsibilities evolve over time, and so should their access permissions. Set up regular access reviews—ideally quarterly or whenever there’s a major role change. Automated tools can help streamline this process by flagging outdated or excessive permissions that may pose security risks. Regular reviews ensure that no one holds unnecessary access for longer than they need it, which prevents privilege creep. 

Offboard employees securely 

When an employee leaves the organization, you need to act quickly to revoke their access. Delays in deactivating accounts can leave your system vulnerable to unauthorized access. A secure off-boarding process should include:

• Immediate revocation of access rights
• Retrieval of company-owned devices
• Ensuring that no sensitive data is left with the departing employee

off-boarding is ideally a joint operation between HR and IT, ensuring nothing slips through the cracks.

Common UAM challenges

The purpose of UAM is straightforward: control user access. However, the many layers involved in that effort sometimes introduce obstacles. 

Here are a few challenges to implementing UAM and strategies to overcome them:

• Too complex: As organizations grow, so do the complexities of access management, increasing the risk of errors, user frustration, and reduced productivity. You can mitigate this by charting clear UAM policies and leveraging automated tools to simplify and streamline wherever possible. 
• Identity silos: These occur when user identities are managed separately across multiple systems, leading to inconsistencies and security risks. Silos are best managed by integrating operations with a single, well-chosen UAM solution to act as a ‘source of truth.’
• Compliance and regulations: Compliance is common in businesses operating across jurisdictions or in highly regulated environments. Ensuring compliance involves aligning UAM policies with industry regulations, maximizing data security, and staying informed on new requirements.
• Insider threats: The human factor is one of the most common elements in a breach, making this a very real challenge for any organization. To minimize these threats, consider implementing solutions built on zero-trust architecture and the principle of least privilege.  

Thankfully, the right UAM software has a built-in solution for each of these challenges.

Learn more about our access management software

Every organization, regardless of size or industry, needs to safeguard its sensitive information while ensuring that employees can efficiently access the tools they need. UAM security is the cornerstone of keeping that information safe, reducing the risk of data breaches, and ensuring compliance—all while enhancing productivity and user experiences.

ScreenConnect’s privileged access management software, Access Management, is a standalone solution designed to address the challenges of modern UAM, offering a user-friendly and scalable solution that can grow with your organization—without the need for ScreenConnect or other specific integrations. Whether you’re dealing with insider threats, compliance hurdles, or the complexity of managing multiple systems, Access Management simplifies access control and enhances security without sacrificing efficiency.

Interested in seeing how it works? Learn more about our privileged access management software.