Author: Veli-Pekka Vähälummukka, Program Director at Trivore
In any organisation, it is vital that the right people and services can access the right information—but no more than is strictly necessary. This is achieved when Identity and Access Management (IAM) and User Rights Management (URM) are functioning correctly.
IAM covers the broad scope of how an organisation’s users are identified and how their access to data is managed. URM is a subset of this: it focuses specifically on granting, modifying, and revoking access rights throughout the different stages of a user’s lifecycle.
Data is the Core Asset Protected by IAM
An organisation’s most valuable asset is its information, such as customer data, contracts, personnel files, and strategic plans. These datasets are often scattered across various systems, but together they form a data repository that IAM and URM work to protect.
Practical examples
- Healthcare: Patient records are held in a patient information system, lab results in a separate system, and imaging data in a PACS system. A doctor needs access to all of these to treat a patient safely. URM ensures that only medical staff see this data, and only when they have the authorisation to do so.
- Banking: Customer details sit in the CRM, payment data in a payment system, and credit decisions in a risk management system. A cashier can access payment data but cannot see credit decisions, whereas the risk management team handles the latter. IAM and URM keep this data secure and ensure everyone accesses only what is necessary.
Identity and Contracts: The Foundation
Everything begins with an identity—whether it’s a person, a service, or a device. When a person joins an organisation, a contract is drawn up detailing the terms of their employment or service. Often, one person may have multiple contracts, as they might hold several roles, different types of employment, or serve the organisation both directly and through a third-party provider.
In the IAM world, a digital identity is created by linking it to these contracts, which then form the basis for granting access rights. Multi-contract management is an essential part of an effective IAM solution.
Practical examples
- Healthcare: A new doctor joins the hospital staff and is automatically granted access to the patient information system, prescription services, and care plans. They can immediately check records and prescribe medication without the IT department needing to grant rights manually.
- Public Administration: A new official starts at an agency and immediately gains access to the case management system, email, and document archives. They can attend meetings and process documents securely from day one.
- Education: A new teacher receives credentials for the learning environment and the electronic grading system. They can create lessons and track student progress immediately, without delays or unnecessary bureaucracy.
Access Based on Roles and Tasks
Permissions are determined by job roles. This ensures that everyone accesses only the information they need for their specific tasks. These rights are often bundled into roles, such as “HR Specialist” or “IT Support”. Roles, in turn, are often managed through groups to simplify administration.
Practical examples:
- Banking: A cashier processes customer payments at the branch. They see all payment data but cannot read or amend credit decisions. This ensures that sensitive decisions remain the responsibility of the risk management team.
- Manufacturing: A maintenance technician has access to machine service data and logs. They cannot see the production planning system, which remains the responsibility of administration. This keeps production data secure and reduces the risk of errors.
Policies and Conditions Complement Roles
The precision of role-based rights isn’t always enough. Policy-Based Access Control (PBAC) and Attribute-Based Access Control (ABAC) bring flexibility and added security to the mix.
Practical examples
- Attribute-Based Access Control (ABAC): In healthcare, a doctor may only access patient data if they are working within the hospital network and the patient is under their direct care. This allows the doctor to work safely while preventing outsiders from accessing data, even by accident.
- Policy-Based Access Control (PBAC): In a bank, credit decisions can only be made by a member of the risk management team who is logged in via the internal network. The policy combines several conditions into a single rule to prevent misuse while allowing legitimate users to work smoothly.
Managing the Lifecycle through URM
The URM process ensures that rights remain up to date. It includes: the JML process (Joiner, Mover, Leaver), access requests and approvals, provisioning to various systems, and regular audits and reviews.
Practical examples
- Healthcare: When a locum doctor leaves, URM automatically revokes all their access rights to ensure patient data remains secure and inaccessible to outsiders.
- Manufacturing: When an employee moves from production to administration, their old rights are removed and new ones are added automatically. They can start their new tasks immediately without the risk of accidentally modifying production data.
- Education: When a student graduates, their credentials are removed from all systems, preventing further access to school data and ensuring information security.
IAM and URM integrate technology with a security culture. When identities, roles, and policies function correctly, an organisation can protect its data and operate efficiently.
When Everything is Under Control
When identities, roles, and permissions are clearly defined, daily operations run without unnecessary obstacles—and data stays secure.
Well-structured IAM and User Rights Management support the organisation on many levels: they accelerate the onboarding of new employees, simplify role changes, reduce errors, and support compliance with data protection regulations. When permissions are kept up to date and processes are automated, efficiency increases, employee satisfaction improves, and the burden on IT is reduced.
The most important thing to understand is that IAM is not a one-off project, but a continuous process—a core part of good governance and a strong security culture. When identity and access management are in order, the right information is in the right hands at the right time.