10 PAM Best Practices for Facilities Managers 2024

Privileged Access Management (PAM) is crucial for facilities managers. Here's what you need to know:

• PAM controls access to sensitive areas and systems
• It's vital for security in smart buildings
• Many places struggle with outdated systems and poor implementation

Top 10 PAM best practices:

1. Use least privilege principle
2. Check and monitor regularly
3. Set up multi-factor authentication
4. Manage and change passwords
5. Use role-based access control
6. Grant access only when needed
7. Monitor privileged sessions
8. Automate access setup and removal
9. Train staff regularly
10. Connect with current systems

Quick Comparison:

Implementing these practices will boost your facility's security and streamline access management.

Use Least Privilege Principle

The Least Privilege Principle is a cornerstone of effective PAM. It's simple: give people only the access they need to do their job. Nothing more.

Here's the deal:

• Users get minimal access
• Reduces risk if an account is compromised
• Prevents accidental system changes

Think about it: your marketing team doesn't need HVAC controls, and maintenance staff don't need payroll data.

Sticking to this rule:

• Cuts cyber risks
• Improves system performance
• Reduces errors

So, how do you make it happen? Try these:

1. Use role-based access control (RBAC)

Set up access based on job roles. It's easier to manage.

2. Review access regularly

Check access rights quarterly. Remove unnecessary permissions.

3. Set up just-in-time (JIT) access

Grant extra access only when needed, then revoke it.

4. Monitor activity

Watch what people do with their access. Set up alerts for unusual behaviour.

5. Rotate passwords often

Change shared account passwords regularly. Old passwords = risk.

"Least privilege limits access to only what is necessary for users to perform their jobs, reducing the attack surface for external hackers and minimizing opportunities for insider privilege misuse."

Implementing these steps might seem like a pain, but it's worth it. Your facility will be safer in the long run.

2. Check and Monitor Regularly

Regular checks and monitoring keep your PAM system tight. Here's why:

• Stops privilege creep
• Catches odd behaviour
• Keeps you compliant

Let's break it down:

Access reviews: Do quarterly checks of who has access to what. Remove what's not needed.

Live monitoring: Watch privileged sessions as they happen. Spot issues before they blow up.

Audit trails: Keep detailed logs of all privileged activities. If something goes wrong, you'll know what happened.

Here's a quick guide:

These checks help you spot patterns and improve your system over time.

In 2023, a US hospital network caught an insider threat through regular monitoring. They spotted unusual access patterns and stopped a data breach before it happened.

"Continuous monitoring of privileged accounts is not optional—it's essential. It's the difference between catching a problem early and dealing with a full-blown crisis", says Sarah Chen, CISO at TechSecure Solutions.

3. Set Up Multi-Factor Authentication

Multi-Factor Authentication (MFA) is a must-have for your access control system. It's simple: users need to prove their identity in two or more ways before they get in.

Why should facilities managers care about MFA?

• It's a massive roadblock for hackers, even if they crack your passwords
• It keeps your sensitive data safe from breaches
• Many security standards require it

Here's how to get MFA right:

1. Pick the right MFA methods

You've got options:

• SMS or email codes
• Authenticator apps
• Hardware tokens
• Biometrics (think fingerprints or face scans)

2. Use MFA everywhere it matters

Protect all your critical systems and high-level accounts.

3. Get your team on board

Show your staff how to use MFA and why it's crucial.

4. Stay on your toes

Keep your MFA setup fresh to tackle new threats.

Here's a real eye-opener: Okta found that in March 2023, their customers using MFA were 99.9% less likely to get hacked compared to password-only users.

"Adding MFA makes it much harder for hackers to access your account." - Ellis Stewart, Content Manager at EM360Tech

When you're shopping for an MFA solution, think about:

• How well it plays with your current systems
• Whether it's a pain for users
• If it fits your budget and can grow with you

4. Manage and Change Passwords

Good password management is crucial for facility safety. Here's how to do it:

Create Strong Passwords

Mix upper and lowercase letters, numbers, and symbols. Avoid personal info or common words. The longer, the better.

Use a Password Manager

Forget sticky notes or spreadsheets. A password manager keeps everything secure and encrypted.

Change Passwords Regularly

Set a schedule for updates. This helps if a password gets compromised.

Use Multi-Factor Authentication (MFA)

MFA adds an extra security layer. It's like a second lock on your door.

Train Your Team

Your security is only as strong as your weakest link. Everyone needs to know proper password management.

"If a cyber attacker manages to steal, guess, or even buy that one password... they have full access to not just one but all of the employee's accounts."

This shows why unique passwords for each account matter.

Did you know 64% of organisations share admin passwords among employees? Don't be one of them. Keep passwords private and secure.

5. Use Role-Based Access Control

Role-Based Access Control (RBAC) simplifies managing access in your facility. Instead of individual permissions, you create roles and assign people to them.

Here's the gist:

1. List access-controlled items (customer data, security systems)
2. Group jobs with similar access needs
3. Create roles with specific permissions
4. Assign people to roles

RBAC benefits:

The RBAC market's set to grow from £6.8 billion to £12.1 billion by 2027.

Interfaith Medical Center manages 1,000+ user accounts with just 7 staff members using RBAC.

Western Union cut new hire setup time from 14 minutes to 2.5 minutes per person with RBAC.

To implement RBAC:

1. List systems and resources
2. Define roles and responsibilities
3. Plan RBAC software needs
4. Build with scalability in mind
5. Launch and gather feedback

Keep RBAC current by reviewing roles and permissions regularly.

6. Grant Access Only When Needed

Just-In-Time (JIT) access is a smart move for facility managers. It's all about giving the right access, at the right time, for the right reasons.

JIT works like this:

• Users get access only when they need it
• Access has a time limit
• Permissions vanish after use

This shrinks your attack surface from months to hours. It's like keeping all your windows shut and only opening one when someone needs to look out.

JIT access has some big pluses:

To set up JIT access:

1. Pick a PAM solution that does JIT

2. Set clear access request steps

3. Make access go away automatically

4. Show staff how to use the new system

JIT access is part of Zero Trust. It assumes no one should always have access to your systems.

"Switching to JIT can shrink the attack surface to just a few hours per month, instead of users having 24/7 access for months on end."

7. Monitor Privileged Sessions

Watching high-level access activities is crucial for facility managers. It's about safety and compliance, not snooping.

Why it's important:

• Prevents privilege misuse
• Meets legal requirements (NIST 800-53, GDPR, SOC 2, HIPAA)
• Guards against insider and outsider threats

Do it right:

1. Track access permissions
2. Record changes
3. Keep tamper-proof logs

Use a PAM system that:

• Records keystrokes and commands
• Captures screen activity
• Allows session playback

This gives you a clear "who did what when" for each system.

"Continuous monitoring of privileged users is an ongoing process, not a one-time event. It ensures full visibility of user actions and protects critical data."

Don't just watch. Be ready to act:

• Set up alerts for unusual behaviour
• Be prepared to cut off access
• Use data to improve your systems

8. Automate Access Setup and Removal

Manual access management is slow and error-prone. Automation speeds things up and boosts security. Here's how to do it:

1. Link with HR systems: Sync your PAM system with HR databases. This triggers access changes automatically when people join, move, or leave.
2. Use smart tools: Implement systems that assign or revoke permissions based on roles and job functions.
3. Create workflows: Set up automated processes for common access requests, approvals, and removals.
4. Just-in-time access: Grant temporary access only when needed. This cuts down on standing privileges.
5. Regular check-ups: Schedule automated reviews of user access rights.

Encompass Onsite, a facilities management company, shows how this works in real life. Their Encompass One platform manages staffing and quality control. It:

• Issues and tracks work tickets digitally
• Checks the quality of completed orders
• Gives real-time feedback

Their National Bank Case Study notes:

"We leaned on our partner network to speed up recruitment and training. We were fully staffed and onboarded before the contract started."

This shows how automation can streamline onboarding, ensuring new staff have the right access from day one.

By automating access, facilities managers can:

• Cut down on unauthorized access
• Stick to security policies
• Free up IT staff for tougher tasks
• React quickly to company changes

9. Train Staff Regularly

Staff training is crucial for PAM system security. Here's why it matters and how to do it right:

Why train staff?

• Prevents data breaches and phishing attacks
• Improves security tool usage
• Protects against cyber threats

Training frequency

Train every 4-6 months. People start forgetting phishing email signs after 6 months.

Training content:

• Privileged account risks
• Account management
• Current cyber threats
• Spotting and reporting suspicious activity

Effective training methods:

• Short videos
• Quizzes
• Simulated phishing emails
• Hands-on practice

Real-world impact:

In 2021, cybercrime cost US firms over $6.9 billion. Good training helps:

Pro tip: Include remote workers in all training. They're often at higher risk.

"If you see something, say something." - Cybersecurity Awareness Initiative

This simple rule helps staff stay alert and report issues quickly.

10. Connect with Current Systems

Linking PAM to your facility management tools? It's crucial. Here's how:

Build on IAM

PAM isn't standalone. It's part of your IAM strategy. Make it fit.

Integrate Everything

Connect PAM to your facility software, building systems, and security platforms. Why?

• Less data silos
• Better access control
• Faster anomaly detection

Stay Current

PAM needs updates. Regularly:

• Check privileged accounts
• Update access rights
• Adjust for new threats

Clear Ownership

Someone must own PAM integration. IT, security, or a specialist. Their job?

• Manage connections
• Set access policies
• Train staff

Tech + Training + Process

PAM isn't just software. You need a plan:

Remember: PAM thrives when it's part of your broader security ecosystem. Keep it connected, current, and well-managed.

Conclusion

PAM best practices are crucial for facilities managers in 2024. Here's a quick recap:

1. Use least privilege
2. Check and monitor often
3. Set up multi-factor authentication
4. Manage passwords well
5. Use role-based access
6. Grant access only when needed
7. Watch privileged sessions
8. Automate access setup and removal
9. Train staff regularly
10. Link with current systems

These steps tackle common access issues. But PAM is always evolving. Here's what's on the horizon:

To stay ahead:

• Update your PAM tools regularly
• Train your team on new features
• Link PAM with other security systems

PAM isn't just about tech. It's about people and processes too. Keep a balanced approach.

With more remote and hybrid work, PAM is more important than ever. It's not just about security - it's about making work easier and more flexible.

As Creative-13 puts it:

"Access control in 2024 is a blend of security, efficiency, and innovation."

So keep learning, updating, and sharpening your PAM practices. Your facility's security depends on it.

FAQs

What is access control in facility management?

Access control in facility management is a system that manages who can enter specific areas and when. It uses things like key cards or fingerprints to decide if someone can get in or not.

Here's the gist:

Access control is a big part of Privileged Access Management (PAM). It's not just about keeping people out - it's about making sure the right folks can get in when they need to.

A few key points:

• It follows rules: Access is based on set policies
• It can change: Rights might shift based on time, job, or other stuff
• It keeps records: Most systems track who went where and when

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