An IT access check every Cebu founder should do before something goes wrong
An IT access check every Cebu founder should do before something goes wrong
Most businesses do not think about IT access until it becomes urgent.
An employee leaves and no one knows the password to a critical account. A device is lost. A Microsoft 365 administrator account is locked. A former contractor still has access to company files.
These issues are common. They usually happen because access has been set up over time without a clear review.
For Cebu businesses that are growing, one simple IT support check can make a meaningful difference. Know who has access to your systems, what level of access they have, and how your business can regain control when needed.
1. Start with your critical systems
Make a short list of the systems your business depends on each day.
This may include:
- Microsoft 365 email, files, and Teams
- Domain and website accounts
- Accounting and payroll platforms
- Cloud storage and backups
- CRM, HR, and project management tools
- Internet, network, and device management portals
For each system, identify the account owner and administrator.
If the answer is unclear, that is the first issue to address.
2. Check who has administrator access
Not everyone needs administrator access to do their job.
Administrator accounts can create users, reset passwords, access sensitive files, install software, and change security settings. They should be limited to the people or providers responsible for managing your technology.
Confirm that:
- Administrator access is assigned only where needed
- At least two trusted people can recover access to critical systems
- Former employees and contractors no longer have active access
- Shared administrator passwords are avoided wherever possible
3. Confirm multi factor authentication is in place
Passwords alone are not enough.
Multi factor authentication adds another step when someone signs in. It helps protect accounts even if a password is exposed.
It is especially important for email, cloud storage, finance platforms, and administrator accounts. For many growing businesses, this is one of the most effective security controls to put in place.
4. Review access when people leave or change roles
Access should change when roles change.
When an employee leaves, their access should be removed promptly. When someone moves to a new role, the access they no longer need should also be reviewed.
This is about more than security. It helps keep systems organised and makes ownership clearer across the business.
5. Make sure the business owns its accounts
A business should not lose control of an essential system because it was set up under one person’s personal email address.
Check that your company controls the recovery details for critical accounts. This includes domains, Microsoft 365, cloud services, and software subscriptions.
Your business should be able to recover access without relying on a former employee, contractor, or outside provider.
6. Document the basics
You do not need a complicated document to start.
Keep a simple record of your key systems, account owners, administrators, recovery contacts, and access review dates.
The goal is straightforward. When something goes wrong, your business should know who can act and how to regain control.
IT support that keeps business moving
Technology should support your operations, not become another point of uncertainty.
Kaptan Managed Technology Services helps businesses in Cebu manage user access, Microsoft 365, devices, and day to day IT support through a structured and proactive support model.
