Preventive Action: Sharing from Evaluating Data Access Requests Within a Governance Framework
Recently, I had an opportunity to work with a client in the northern region who sought access permissions to an internal system under a strict data governance framework. As an external contractor, my role was to review and evaluate their request, ensuring that the level of access granted was appropriate and not excessive.
The Challenge: Defining the Right Access Level
Over the course of several weeks, we engaged in multiple rounds of reviews and clarification requests with the client. The key challenge was that the requestors, while highly experienced in their commercial domain, struggled to articulate what they actually needed in terms of system access. Their request lacked precise definitions of requirements, and their everyday operational practices did not translate neatly into governance-controlled access levels.
Key Learning Points
Lack of Understanding in Defining Needs Many requestors in the commercial world operate on instinct and habitual processes rather than structured requirements. When asked to formalize their needs into a governance framework, they often struggle to bridge the gap between daily tasks and system access policies.
The Disconnect Between Use Case and Requirements A common misconception is that a use case alone is sufficient justification for access requests. However, in a governance-controlled environment, the use case must be transformed into a well-defined requirement that aligns with access control policies and process standardization.
Repeated Clarifications Are Necessary Due to the initial lack of clarity, we had to go through multiple rounds of clarifications. While this prolonged the approval process, it was crucial to ensure that access was not over-granted and that it met both business needs and compliance requirements.
Process Standardization is Key Many organizations overlook the importance of standardizing the process of defining, requesting, and approving access permissions. A well-structured framework not only ensures security and compliance but also minimizes inefficiencies caused by unclear access requests.
The Importance of a Governance Mindset
This experience reinforced the importance of fostering a governance mindset within organizations. Business units must be educated on how to define their access needs in a way that aligns with data governance principles. By doing so, companies can streamline the approval process, reduce security risks, and improve operational efficiency.
As digital transformation and data governance continue to evolve, bridging the gap between commercial operations and governance frameworks will be an ongoing challenge. Organizations should invest in training and process improvements to ensure that access requests are well-defined, justified, and aligned with overall compliance strategies.