User Access Review Checklist
Table of Contents
Introduction
Use this access review register to record one authorized decision for each in-scope system/account. Table is the default because reviewers need to compare owners, current roles, business need, decisions and remediation across the same dated account snapshot.
The saved register includes editable employee, guest/contractor, service and privileged-account examples. Replace them with the real safe labels, remove irrelevant examples and add enough rows to cover the complete review. Decisions and permission changes stay with authorized owners and administrators.
| Task name | System | Account type | Current account owner | Current role / scope | Business need | Activity evidence / limits | Review decision | Decision maker / date / reason | Decision / remediation evidence | Exception / next action |
|---|---|---|---|---|---|---|---|---|---|---|
| Starter example: employee collaboration account | ||||||||||
Show noteRename with a safe account/system label. Check the current team, approved collaboration role and shared-resource scope. For this one system/account: confirm its current owner and business need; compare the actual role with approved work; check relevant activity without treating inactivity as automatic removal authority; obtain the authorized decision; verify any approved change in the actual system. Fill the row columns with the real evidence. Complete the row only after an authorized retain decision or verified remediation. Unknown ownership and unresolved changes remain open with an assignee and due/review date. | ||||||||||
| Optional example: contractor or guest project access | ||||||||||
Show noteRename or remove. Confirm the sponsor, current purpose and expiry or next review. An old invitation is not continuing approval. For this one system/account: confirm its current owner and business need; compare the actual role with approved work; check relevant activity without treating inactivity as automatic removal authority; obtain the authorized decision; verify any approved change in the actual system. Fill the row columns with the real evidence. Complete the row only after an authorized retain decision or verified remediation. Unknown ownership and unresolved changes remain open with an assignee and due/review date. | ||||||||||
| Optional example: service or integration account | ||||||||||
Show noteRename or remove. Confirm its operating owner, approved automated job, dependencies and exact required scope. No interactive login alone is not a reason to remove it. For this one system/account: confirm its current owner and business need; compare the actual role with approved work; check relevant activity without treating inactivity as automatic removal authority; obtain the authorized decision; verify any approved change in the actual system. Fill the row columns with the real evidence. Complete the row only after an authorized retain decision or verified remediation. Unknown ownership and unresolved changes remain open with an assignee and due/review date. | ||||||||||
| Optional example: privileged administrator account | ||||||||||
Show noteRename or remove. Confirm the authorized operational need, privileged scope and applicable review evidence with the responsible owner. For this one system/account: confirm its current owner and business need; compare the actual role with approved work; check relevant activity without treating inactivity as automatic removal authority; obtain the authorized decision; verify any approved change in the actual system. Fill the row columns with the real evidence. Complete the row only after an authorized retain decision or verified remediation. Unknown ownership and unresolved changes remain open with an assignee and due/review date. | ||||||||||
| Starter example: additional system/account | ||||||||||
Show noteDuplicate this row for remaining in-scope accounts. Include every account from the dated source snapshot; do not treat these starter rows as the complete scope. For this one system/account: confirm its current owner and business need; compare the actual role with approved work; check relevant activity without treating inactivity as automatic removal authority; obtain the authorized decision; verify any approved change in the actual system. Fill the row columns with the real evidence. Complete the row only after an authorized retain decision or verified remediation. Unknown ownership and unresolved changes remain open with an assignee and due/review date. | ||||||||||
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Details
Review the actual in-scope account snapshot, not only the people you remember inviting. Direct assignments, guests, privileged roles and service accounts can have different ownership and activity patterns. Keep enough evidence to explain each decision without copying secrets or unrelated personnel details.
A last-login date can prompt a question, but it does not by itself decide whether access is needed. Record the accountable owner’s decision, route approved changes through authorized administrators and check the resulting state before closing the review.
Illustrative example: a service account has no interactive sign-ins but still runs a nightly approved export. Confirm its owner, purpose and permission scope rather than deleting it for inactivity. An unrecognized guest remains an assigned exception until its sponsor and need are established.
Who it's for
How to use
- Save a checklist for one review. In the notes, define systems and account types, the dated source snapshot, exclusions and authorized decision makers.
- In the saved web-app checklist, use Table. Rename or remove the visible starter account rows, then duplicate rows until every in-scope account is represented. List provides a simpler action overview.
- For each account, record the current owner, role/scope, business need and relevant activity evidence. Keep detailed exports in the approved restricted location.
- Record the actual authorized decision and its maker, date, reason and evidence. Route approved changes to the responsible administrator and verify the resulting system state.
- Keep unknown ownership, missing decisions and unresolved changes incomplete with an assignee and next review date. Reconcile all rows with the original snapshot before closing the review.