How to Audit Your VA's Access Permissions Quarterly
Regular access audits catch permission drift — the gradual accumulation of access that was granted for specific reasons but never removed when those reasons ended.
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Why Quarterly Audits Matter
Access permissions tend to grow over time. New tools are added, scope expands, and emergency access is granted — but old permissions are rarely removed. A quarterly audit resets this drift and ensures your VA only has access to what they currently need.
The Quarterly Audit Process
Step 1: Pull your access inventory Review your master list of all accounts and tools your VA can access. If you don't have one, creating it is the first priority.
Step 2: Review each access point For each tool or account:
- Is this access still needed for current work?
- Is the permission level appropriate (or has it been elevated for a one-time need)?
- Are there any inactive accounts that should be deactivated?
Step 3: Make changes Remove unnecessary access. Downgrade elevated permissions to appropriate levels. Document all changes.
Step 4: Review activity logs For critical systems, review access logs for unusual patterns:
- Logins at unexpected times
- Access to files outside normal work scope
- Large downloads or exports
Documenting the Audit
Keep a simple audit log:
- Date of audit
- Tools reviewed
- Changes made
- Reviewer name
This documentation demonstrates due diligence and is useful for compliance purposes.
When to Conduct an Immediate Review
In addition to quarterly audits, conduct an immediate review when:
- The VA's scope changes significantly
- A security incident occurs
- The VA relationship shows signs of strain
- The VA gives notice of departure
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