Half of Employees Have Too Much Access to Business Data

Here’s a question that’s worth pausing on:

Do you know exactly who in your business can access your critical data right now.

And, just as importantly — do they actually need that access to do their job?

If you’re like most business owners, you probably assume data access is sorted when people are set up with their accounts. But recent research suggests that’s far from the case.

Studies show that around half of employees have access to far more data than they should — data that isn’t relevant to their role, or even sensitive in nature. That’s a serious problem.

Not only because of the risk of someone acting maliciously, but because most data breaches are caused by accidents, not attacks. When people can see or access data they don’t need, it increases the risk of mistakes, data leaks, and compliance failures.

This is where Insider Risk Management becomes essential to help businesses identify, monitor, and reduce the risk of harm caused by people within the organisation.

What Is Insider Risk?

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This situation falls under what’s known as insider risk — the potential for harm caused by people within your organisation.

That includes employees, contractors, and third parties who have system access. Sometimes the risk is deliberate, such as data theft or sabotage. But more often, it’s unintentional:

  • Someone emails sensitive information to the wrong person.
  • An employee keeps hold of access after changing roles.
  • A former staff member’s account remains active long after they’ve left.

Any of these can lead to serious data exposure, legal issues, or financial loss.

According to the UK’s Information Commissioner’s Office (ICO), businesses must ensure that access to personal or confidential data is strictly controlled and proportionate to each user’s role. Failing to do so can breach UK GDPR and other compliance requirements.

The Hidden Problem of Privilege Creep

One of the most common — and overlooked — issues is “privilege creep.”

This happens when employees accumulate more system access than they actually need over time. Perhaps they’ve moved departments, taken on temporary responsibilities, or been added to new tools without any review of what they already had.

The result? An ever-growing list of people with unnecessary access to critical systems and files.

Shockingly, research suggests that nearly half of UK businesses still allow ex-employees to access company systems months after leaving.

That’s the digital equivalent of leaving your office keys in the hands of someone who doesn’t work for you anymore.

How to Strengthen Insider Risk Management in Your Business

Reducing insider risk starts with the principle of least privilege — giving employees access only to the data and systems they need to do their job, and nothing more.

This can be supported with “just-in-time” access, where permissions are granted temporarily for specific tasks and automatically removed when no longer needed.

Here are some practical steps to strengthen Insider Risk Management in your organisation:

  • Conduct regular access reviews to ensure permissions match current roles.
  • Remove access immediately when someone leaves.
  • Automate permissions management to reduce human error.
  • Use audit trails and alerts to monitor unusual access behaviour.
  • Provide staff awareness training on data handling and security.

Cloud apps, AI tools, and “shadow IT” (software used without IT approval) make this trickier — but not impossible. With the right controls and visibility, you can protect your data without slowing your people down.

Insider Risk Management Best Practices

A strong Insider Risk Management strategy combines technology, process, and people.

Follow best-practice guidance from the National Cyber Security Centre (NCSC)
and the Cyber Essentials framework, which recommend:

  • Implementing a formal access control policy.
  • Enforcing multi-factor authentication (MFA).
  • Logging and monitoring user activity.
  • Limiting data sharing across departments.
  • Training employees on security awareness.

Protect Your Data, People, and Reputation

Modern businesses depend on digital systems, but with that comes responsibility. Insider Risk Management isn’t about restricting productivity — it’s about protecting your data, your customers, and your reputation.

By taking a proactive approach to access control and employee awareness, you can reduce your exposure to both accidental and malicious insider threats.

If you’d like help reviewing your current access controls, speak to our cyber security team today. It’s better to know where you stand before an issue arises.

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