Generic User Accounts: Risks and Best Practices for GRC Compliance

When it comes to IT security and compliance, the definition and control of user accounts is essential to minimize risks and prevent fraud. A generic user account refers to an account that doesn't specifically identify the person using it.

This type of account may be necessary for some operations, but it presents significant risks to the integrity and security of corporate data, directly impacting governance, risk, and compliance (GRC).
‍

What are generic user accounts?

According to the dictionary, something “generic” is expressed vaguely, without individualization. Applying this to the corporate context, a generic user account is one where it is not possible to clearly assign ownership to a single collaborator. This compromises the traceability of actions and accountability, making the organization vulnerable to fraudulent or non-compliant actions.
‍

Risks associated with generic user accounts

The use of generic user accounts, although it has its application in certain operational processes, generates a series of risks that may compromise the integrity and security of the information. Some of the key risks include:

• The lack of tracking, because generic accounts make it difficult to identify specific users responsible for certain actions. In the event of incidents, the lack of traceability jeopardizes the investigation and the attribution of responsibility.
  
• The increase in fraud, through unidentified accounts that facilitate improper access and fraudulent use of systems and data, representing a high risk to the integrity of the information.
  
• Regulations, such as SOX and LGPD, require strict control over data access and manipulation. The indiscriminate use of generic accounts puts companies at risk of non-compliance and sanctions.
  
• Generic accounts make it difficult to apply access controls, since the same user can perform different operations without being able to track their activities.
  
• Misuse of software licenses: Generic accounts can be used for unauthorized access, causing irregularities. This can result in fines from software vendors, in addition to jeopardizing audit compliance.
  ‍

When is the use of generic accounts necessary?

The use of generic user accounts, while necessary in some contexts, poses important challenges for business security and compliance. This type of account is one of the ones that most compromises traceability, since, by not specifically identifying who is using it, it makes it difficult to control who performed certain actions.

This represents a high risk, especially in cases of auditing or internal investigations. In addition, the lack of specificity of these accounts opens doors to potential fraud. Without a responsible party clearly linked to each action, improper access can go unnoticed, increasing the risk of unauthorized manipulation of data and systems.

However, there are cases where the use of generic accounts becomes necessary and practical, such as: In production environments - where processes exceed an employee's shift, the use of generic accounts allows uninterrupted continuity; In maintenance and technical support, being useful for maintenance or technical support teams that need to access systems quickly for emergency corrections; Finally, in test environments, where several teams access and monitor processes under development at the same time.
‍

How to mitigate these accesses?

SAM, or Software Asset Management, is a methodology aimed at managing, controlling, and optimizing a company's software assets throughout their entire life cycle. Its main objective is to ensure the efficient and compliant use of software licenses, avoiding problems related to excessive costs, mismanagement, or violations of contracts with suppliers.

Efficient management of generic user accounts is an essential step in ensuring both IT security and compliance. While indispensable for certain operations, these accounts pose significant risks if they are not properly monitored and controlled.
‍

Do you want to protect your company from risks and irregularities with generic users? Talk to one of our experts.

‍