Cybersecurity is often associated with hackers, suspicious emails and online scams. But some of the biggest security risks for a business can come from something much more simple; an employee leaving without their system access being properly reviewed.
Imagine an employee finishes work on a Friday. Their laptop is returned, their email is redirected and their departure is communicated to the team. Everything appears to be in order. Three weeks later, someone discovers that the former employee still has access to the business’ accounting software, cloud storage or customer records. It may not have been intentional, and perhaps there wasn’t anybody responsible for managing this part of the process or there was no checklist. Nonetheless the result is the same, someone who no longer works for the business may still have access to sensitive information about your business.
The connection between staff management and cyber security
For many small and medium sized businesses, onboarding and offboarding processes are informal. New employees are given access to the systems they need, while departing employees may have their equipment collected without a comprehensive review of their digital access. This creates an often overlooked cybersecurity vulnerability. Former employees may retain access to:
Accounting and bookkeeping software
Business banking and payment platforms
Cloud storage and shared documents
Customers databases and contact information
Payroll and employee records
Email accounts and third party business applications
For businesses involved in finance, lending or financial administration, the implications can be particularly significant. Financial documents, identification records and confidential client information require careful handling, regardless of who is accessing them.
Why this matters for your business finances
Cybersecurity incidents can have consequences beyond compromised data. Un-authorised access to financial systems can expose businesses to payment fraud, altered supplier bank details, fraudulent transactions and the misuse of confidential financial information. Even without malicious incident, poorly managed access can create unnecessary administrative costs, operational disruption and potential privacy obligations. For businesses seeking finance, maintaining appropriate controls over financial records and sensitive documentation is also an important part of demonstrating sound business management.
A simple process can make a significant difference
Protecting your business doesn’t necessarily require expensive software of a complicated cybersecurity strategy. A documented employee onboarding and offboarding checklist is a practical starting point. When an employee leaves, businesses should consider:
Revoking access: Remove access to email, accounting software, banking platforms, cloud storage and other business applications.
Review permissions: Check shared accounts, administrator privileges and access granted to third party platforms.
Secure company devices: Recover laptops, phones, security keys and other business equipment.
Manage business information: Transfer ownership of relevant files, emails and documents to an authorised employee.
Update credentials: Change shared passwords and review authentication settings where necessary.
Document the process: Record what has been completed, who is responsible and when access was removed.
The same approach should apply when someone joins the business. Employees should only receive access to the information and systems necessary for their role.
Cybersecurity is a part of good business management
For small businesses, cybersecurity doesn’t always need to start with a major technology investment. Sometimes, the most valuable improvements come from reviewing every day business processes and identifying where gaps are present. A clear onboarding and offboarding procedure helps protect business information, reduce the risk of unauthorised access and give business owners greater confidence that their systems are being managed appropriately. As business becomes increasingly reliant on digital finance systems, protecting access to those systems is just as important as protecting the financial information stored within them.
A good question to ask yourself: If someone left the business tomorrow, would you know exactly which systems they could access, and who was responsible for removing their access? Taking the time to establish a process now could help prevent a much bigger problem later.
This article provides general information only and does not constitute financial or business advice.