Whether you’re working towards compliance with a specific security framework or just trying to build stronger information security practices, having a strong access control policy in place is essential for protecting sensitive data, managing user permissions, and reducing security risks.

But with so many types of access controls, how do you know which to use? What needs to be included in your access control policy? How do you make sure your practices and policy are compliant with applicable frameworks and regulatory standards?

We’ll help you decide which approach to access control is the best fit for your organization’s needs, walk you through the process of drafting an access control policy, outline framework-specific requirements to keep in mind, and share downloadable access control policy templates to get you started.

What is access control?

According to a 2024 study, 63% of businesses have former employees that still have access to organizational data. That’s a serious security risk, and it highlights why proper access control is so important.

Imagine a hacker gaining access to an employee’s credentials through a phishing attack. If the employee has broad permissions they don’t actually need, there’s a greater potential for damage.

Access control is all about ensuring only authorized people have access to sensitive data, systems, and physical locations. It’s a fundamental part of risk management because it prevents unauthorized access, data breaches, and security incidents by ensuring that only the right people have access to the right resources at the right time.

Beyond preventing unauthorized access, access controls also:

• Reduce the risk of data breaches by limiting excessive access to sensitive data.
• Protect against insider threats, whether accidental human error or malicious activity.
• Ensure compliance with industry and regulatory frameworks like ISO 27001, SOC 2, HIPAA, GDPR, and CMMC.
• Support business continuity by preventing disruptions caused by security incidents.
• Safeguard intellectual property from competitors, cyber attacks, or disgruntled employees.

Access control is a security gatekeeper. By implementing the right controls, organizations can eliminate vulnerabilities, comply with applicable security standards, and reduce the likelihood of security incidents.

Choosing the right access permissions for your organization

Organizations often use a mix of access control methods depending on their needs. A bank might use RBAC for employee permissions, MAC for highly sensitive customer data, and physical access controls to restrict entry to server rooms, for example. The right approach all comes down to balancing security with usability.

Deciding which type of access control to use ultimately depends on your specific needs, risk tolerance, and how your organization operates. To determine the best approach for your needs, ask yourself a few key questions:

What am I protecting, and how sensitive is it?

Start by understanding what kind of data or information systems you're securing. If you’re dealing with highly sensitive or confidential information like classified government or military data, mandatory access control might be necessary because it enforces strict security labels. But if it’s general business data, role-based access control or discretionary access control may be sufficient.

Who needs access to what data, and how do I want to manage permissions?

Think about whether you want individuals to control access to their own resources or if permissions should be centrally managed. If you want users to have the freedom to decide who can access their files, DAC is the way to go. If you prefer a structured system where level of access is assigned based on job responsibilities, RBAC makes more sense.

Do I need fine-grained control based on context or attributes?

In some cases, a simple role-based access control system may not be flexible enough. For instance, maybe you need to control access based on time, location, or device. In these situations, you might want attribute-based access controls, which allow you to set rules like “Only allow remote access if the user is using a company laptop and has multi-factor authentication enabled.”

Do I need a system that enforces strict security rules?

Some environments require rigid, non-negotiable security policies. If your industry operates in a strict regulatory environment, rule-based access control might be useful since it enforces predefined policies like blocking all access after business hours or requiring VPN connections for remote work.

How often do access needs change? What’s practical to maintain?

Some access control models require more admin than others. If people frequently change roles or responsibilities, RBAC can help manage access efficiently without manually updating permissions all the time. However, if access decisions need to be highly dynamic and responsive to context, ABAC might be better since it evaluates multiple factors in real time.

Do I need to control physical access as well?

If security isn’t just about digital systems but also physical spaces like data centers, server rooms, or office buildings, then physical access controls like keycards, biometric scanners, or security guards are essential.

What's my risk tolerance?

If a mistake in access control could lead to a serious security breach, it’s better to go with a more restrictive model like MAC or RBAC rather than DAC, which can be more prone to human error.

Am I dealing with external users or third parties?

If you have third-party vendors or service providers who need access but should have strict, temporary permissions, rule-based access control or ABAC can help ensure they only get access under specific conditions.

Do I need layered security?

In many cases, a combination of these models works best. For example, you might use role-based access controls for everyday employees, attribute-based access control for remote access policies, and physical access controls to secure high-risk areas.

There’s no one-size-fits-all solution, so the best access control model depends on your security requirements, compliance needs, and how much flexibility your organization wants. A layered approach often provides the best balance between security and usability.

How to write an access control policy

Now that you have a clear understanding of the different types of access controls and how they apply to your organization, the next step is to formalize them. A well-documented access control policy ensures consistency, reinforces security best practices, and helps ensure compliance.

Let’s walk through how to draft an effective access control policy that clearly defines and communicates your approach to access management.

Step 1: Establish purpose and scope

The first step in writing an access control policy is to explain why it exists. This section should clearly explain how access to systems, data, and physical resources will be controlled to protect sensitive information and maintain security. A well-crafted purpose statement sets the foundation for the entire document.

Next, define the policy’s scope. This section clarifies who the policy applies to and what systems or resources are covered. Consider whether the policy will extend to all employees, contractors, and third-party vendors. It’s also important to specify whether it includes cloud applications, internal databases, and physical office spaces.

Step 2: Define access control principles

The next section outlines the guiding rules for granting access. These principles should be explicitly documented in the policy to ensure consistent enforcement across the organization.

Key principles to include:

• Least privilege: Users only receive the minimum access needed to perform their job.
• Need-to-know: Access is granted only if it is essential for the person’s responsibilities.
• Separation of duties: To prevent fraud or error, no single person should have excessive control over critical functions. 
• Multi-factor authentication (MFA): Additional verification is required for access to sensitive systems. 
• Regular access reviews: Permissions must be periodically reviewed to remove outdated or unnecessary access. 

Step 3: Assign roles and responsibilities

A successful access control policy clearly defines who is responsible for managing access within the organization. Typically, different stakeholders have distinct roles in enforcing and maintaining security.

The IT or security team is typically responsible for implementing access controls, monitoring compliance, and responding to security incidents. Managers and supervisors need to approve access requests and ensure employees follow the policy. Employees are expected to adhere to access control rules and report any security concerns they notice. If third-party vendors require access to company data or systems, they must comply with established security requirements and agree to follow the organization’s access policies.

Step 4: Select access control methods

Once the key principles and responsibilities are defined, your policy should outline the specific methods used to manage access. This section should include detailed descriptions of:

• User account management: Who creates and approves user accounts? How are accounts disabled when someone leaves the company or changes roles?
• Authentication and authorization: What login methods are required (passwords, MFA, single sign-on, etc.)?
• Access requests, approvals, modifications, and terminations: How do employees request access, and who approves it? How is access modified and/or removed?
• Access reviews and audits: How often will we review permissions to ensure they’re still valid?
• Temporary or guest access: How will we handle temporary employees or vendors who need access for a short time?
• Identity and Access Management (IAM) services: What IDAM/IAM services or tools will be used to automate and enforce access control policies? This could include directory services such as Active Directory and Azure AD, identity federation, privileged access management (PAM), and role-based access automation. 

Step 5: Enforcement and monitoring

The next section of your access control policy should explain how compliance with the policy will be monitored and enforced across your organization.

• Logging and monitoring: Define what tools will be used to track access logs and detect unusual activity. For example, “All access to sensitive systems will be logged and monitored in real-time using security information and event management (SIEM) tools. [Security officer] will review access logs biweekly to identify and investigate unauthorized access attempts.”
• Incident response: Describe the process for responding to unauthorized access attempts or security breaches. For example, “Any unauthorized access attempts must be reported to IT security within 24 hours and investigated immediately.”
• Consequences for violations: Specify any disciplinary actions as a result of non-compliance with the policy, such as written warnings, account suspension, or termination. For example, “Failure to comply with this policy may result in disciplinary action, including termination and legal consequences.”

Step 6: Schedule policy reviews and updates

Security needs evolve over time, so this section sets expectations for keeping the policy up to date. Organizations should specify how often the policy will be reviewed and who is responsible for making updates. For example, “This policy will be reviewed annually and updated as necessary to align with security best practices, compliance requirements, and business needs.”

By setting a routine review schedule, you can ensure that your organization’s access control measures stay effective over time.

Step 7: Get leadership approval and communicate the policy

Once the policy has been written it must be formally approved, typically by IT leadership, HR, and legal teams. Their approval ensures that the policy aligns with your organization’s overall security, compliance, and business objectives.

After approval, the policy should be communicated to employees and relevant stakeholders through security awareness training, onboarding materials, or internal tools. Providing clear explanations and training helps employees understand their role in maintaining security and encourages compliance with the policy.

Framework-specific access control policy requirements

Many regulatory and industry security frameworks outline specific requirements for managing access controls and drafting a compliant access control policy. While the details vary, the core objective remains the same: ensuring that only authorized individuals have access to critical systems and data.

Below, we’ll walk through the key requirements for a few popular frameworks, giving you a solid understanding of what you need to keep in mind. For those looking for more granular compliance details, we’ve included framework-specific policy templates to help you get started.

ISO 27001:2022 access control policy requirements

If your organization is pursuing ISO 27001:2022 certification, your access control policy must align with specific controls under Annex A.8 (Technological Controls). This means documenting a formal policy that clearly defines access principles, procedures, and responsibilities.

Key compliance requirements include:

• Least privilege and need-to-know principles: Employees and third parties should only have access necessary for their roles.
• Separation of duties: Prevent single individuals from having unchecked control over critical functions.
• User access management: Defines how accounts are created, modified, and revoked. Access approvals must follow a structured process, and permissions should be reviewed regularly. When employees leave or change roles, access should be revoked immediately.
• Authentication and authorization: Requires multi-factor authentication for sensitive systems and enforces strong password policies.
• Network access controls: Limits privileged account access and monitors administrative activities.
• Physical access controls: Implements security measures such as keycards, biometric authentication, and visitor logs to protect data centers and critical areas.
• Access monitoring and logging: Tracks and audits access events, with regular reviews to detect anomalies or unauthorized access attempts.
• Third-party access management: Vendors and contractors must adhere to strict security policies with time-limited and monitored access.
• Policy enforcement: Outlines consequences for policy violations and mandates regular security training.
• Policy review and maintenance: Requires at least annual updates to align with compliance requirements.

SOC 2 access control policy requirements

For organizations pursuing SOC 2 compliance, access control policies must align with the Trust Services Criteria (TSC) established by the AICPA. The relevant controls fall under Logical and Physical Access Controls in the Common Criteria and focus on ensuring that only authorized users can access data, systems, and physical locations.

A SOC 2-compliant policy must define:

• Logical and physical access controls: Restricts access to systems and facilities through authentication mechanisms like role-based access control and least privilege.
• System access authorization and removal: Implements structured procedures for granting, modifying, and revoking access to ensure that dormant accounts don’t become a security risk.
• Authentication and password management: MFA is required for privileged accounts. Password policies must include complexity requirements and expiration rules.
• Access reviews: SOC 2 mandates quarterly access reviews to verify appropriate permissions.
• Monitoring and logging: Authentication attempts, failed logins, and privilege escalations must be tracked, plus automated alerts for suspicious activity. Secure storage and protection of audit logs are critical to prevent tampering.
• Physical security: Limits access to data centers, server rooms, and sensitive areas with badge entry systems, biometric authentication, and visitor logs in place to track physical access.
• Vendor and third-party access: Time-limited permissions, monitoring, and security agreements should be clearly defined within contracts and SLAs.
• Incident response and enforcement: Organizations must have a well-defined incident response plan for handling unauthorized access events. Employees should know how to report security concerns, and the policy should outline consequences for non-compliance.

Maintain strong access controls with the power of a security automation platform

Strong access management is one of the most important security measures an organization can implement. The right approach balances data protection, regulatory compliance, and risk management while enabling employees to work efficiently.

Security automation platforms like Secureframe help organizations implement and monitor access controls that are both effective at maintaining security and ensuring compliance. With automation, organizations can:

• Track all users, including inactive and non-personnel: Manage roles, groups, and permissions, providing necessary access to systems and resources based on what each person needs to perform their job duties all in one platform. 
• Monitor vendor access: Track the level of access each personnel has to your integrations and make sure each has the necessary access to get their job done. Decrease your attack surface and strengthen your security posture by limiting the number of personnel with full access to your sensitive data. 
• Reduce shadow IT: Detect any systems and applications employees are using with their work credentials (work email) that may not be approved by the IT department.
• Streamline policy management and employee compliance: Centralize policy enforcement, automate access reviews, and ensure employees acknowledge and follow access control requirements.
• Simplify audit readiness and reporting: Maintain logs of all access changes, generate audit reports effortlessly, and demonstrate compliance across applicable frameworks.