Spring clean user access

As I’m sure you can appreciate the inspiration for this article comes from the ever-changing UK spring/early summer weather. With spring in full swing, the Mrs.Hinch fans are inspired to embark on some much-needed spring cleaning, and we should include your IT/Computer systems in this tidy-up.

When was the last time you reviewed who has user access account to your business email and shared files? Are all of the licensed email accounts actually being used?

You should have a regular check, to ensure for example, that people who no longer work within the business, don’t still have access. “Ah, but that’s a job for IT” I hear you cry, well not exactly – we can only remove access if we’re told to remove access. If HR fails to inform IT that someone has left, then they still have access. None of us can read minds (yet, Elon is working on that).

Removing email accounts which are no longer in use will also save you some money as well, as you can reduce both licensing costs and support costs by keeping only the ones being used on a regular basis.

Clearing down these user accounts and old email addresses is good for housekeeping, Cyber Security and reducing costs. There is no downside to doing this.

Yes, you will more than likely need your IT Services partner to assist you with this, but it’s no drama for the techies to get you a list of people/email accounts – it’s literally a five-minute job. From there you can review and remove anything not needed accordingly. The removal process for the IT Services partner again is a five-minute job, so no need for anyone to make a big deal out of this spring clean-up.

So get your feather dusters out and have a spring clean of your user access and email accounts today, it’s very therapeutic. 

Gavin Moorhouse is the owner of Lucid Computers Solutions an IT Support business based in Redditch, Worcestershire. He likes to spring clean user accounts and occasionally the office.