1.0 Introduction

Effective user access management is crucial for maintaining security and efficiency within our company's digital infrastructure. This protocol outlines the standardized procedure for creating and managing user access to company resources.

2.0 User Access Creation

User access requests should be submitted through official channels such as email or ticketing tools. Requests must include the following details for documentation and approval:

• Employee Name

• Email ID

• Mobile Number

• Role: Specify the required role for access

• Project/Tool Access/System access: Specify the necessary access details

NOTE: If user is not aware of the role, then user can mention the access which is needed for ex: Order management or for developers, Project name etc

Example Email for Bitsila panel access 

Subject: Bitsila Panel Access -[Employee Name]

Dear Hardik, 

I hope this email finds you well. 

I am [Employee Name] and I am reaching out from the [Team Name Ex: Support team]. As part of my responsibilities as [Role Name Ex: Support Assitant], I require access to the following Modules.

[Module 1]

[Module 2]

[Module 3]

You can find the necessary details below.

Employee Name

Email ID

Mobile Number

Role: Specify the required role for access

Project/Tool Access/System access: Specify the necessary access details.

Your prompt attention to this matter will be highly appreciated.

Thank you for your assistance.

Warm Regards,

{Employee Name}

2.1 Procedure

1. User Initiation: New user account creation should be initiated by the respective user, providing all required details mentioned above.

2. Submission: The user must submit the access request via email to the Team Lead.

3. Approval: Team lead must approve the request and then forward it to admin

3. Admin Action: The admin will process the request, creating the user account and informing the user via email upon completion.

3.0 User Access Deactivation Process

A structured process has been established to ensure timely and secure termination of user access. 

3.1 Procedure

1. Initiation: The team manager is responsible for initiating the user access deactivation process.

2. Submission: The team manager must send an email to the admin team, including the following details:

   - Employee Name

   - Email ID

   - Mobile Number

   - Current Role: Specify the employee's current role

   - Reason for Deactivation: Provide a brief reason for user access termination

   - Deactivation On: Specify the date of deactivation (on or before the Last Working Day of the employee)

3. Admin Action: Upon receiving the deactivation request, the admin team will deactivate the user account and notify the team member via email.

Note: 

• Deactivation should occur on or before the Deactivation On date to ensure timely termination of access.

• It is necessary to provide clear and accurate information to facilitate smooth processing of user access deactivation.

• Admins are solely authorized to deactivate user accounts to maintain security and control.

4.0 Role Creation/Modification Process

All requests for role creation or modification must be documented and approved through official channels, such as email or ticketing tools. This includes both requests for new roles and internal role changes.

4.1 Procedure

1. Initiation: The user requiring a new role or role modification initiates the process by submitting a written request via email or ticketing tool.

2. Submission: The user sends the request to their respective team lead, providing the following details:

• Role Name

• Access Requirements

•  Reason for New Role Creation/Modification

3. Team Lead Approval: Upon receiving the request, the team lead reviews and approves it if deemed appropriate.

4. Admin Notification: After receiving approval from the team lead, the user's request is forwarded to the admin team.

5. Admin Action: The admin team processes the request, creating or modifying the role as specified, and notifies the team lead via email upon completion.

Note:

• Requests for role creation/modification should include detailed information to facilitate accurate processing.

• Approval from the respective team lead is mandatory before forwarding the request to the admin team.

• All communication regarding role creation/modification must be documented for audit and accountability purposes.

5.0 Password Policy

Implementing a strong password policy is vital for enhancing the security of our company's digital assets. The parameters include-

• Length: The password must contain a minimum of 8 characters.

• Lower Case Letter: The password must include at least one lowercase letter.

• Upper Case Letter: The password must include at least one uppercase letter.

• Number: The password must include at least one numeric digit.

• Special Character: The password must include at least one special character.

• Password History: The password should not be the same as the recent password(s) used.

Note:

• Users are encouraged to create unique and complex passwords to enhance security.

• Regular password changes are advisable to mitigate potential security risks.

• Avoid using easily guessable information such as birthdays or common words/phrases.

• Passwords should not be shared or stored in easily accessible locations.

• User should update passwords in every 30 days. 

6.0 FAQs

Q: Who is responsible for initiating user access requests?

A: Users themselves are responsible for initiating user access requests following the outlined procedure, including providing necessary details and approvals.

Q: Can users outside the admin role create user accounts?

A: No, only admins are authorized to create user accounts to maintain security and control over access privileges.

Q: What should I do if I need access to a new project or tool?

A: You should submit an access request via email or ticketing tool, specifying the required access details, which will be processed by the admin team.

Q: Who initiates the user access deactivation process?

A: The team manager is responsible for initiating the user access deactivation process by sending an email to the admin team with necessary details.

Q: When should user access be deactivated?

A: User access should be deactivated on or before the Last Working Day of the employee to ensure timely termination of access.

Q: Can users deactivate their own accounts?

A: No, only the admin team is authorized to deactivate user accounts to maintain security and control.

Q: Who can request new role creation or modification?

A: Users requiring new role creation or modification can initiate the process by submitting a written request via email or ticketing tool.

Q: What details should be provided in a role creation/modification request?

A: Role name, access requirements, and reason for creation/modification should be provided in the request for accurate processing.

Q: Who approves role creation/modification requests?

A: Role creation/modification requests must be approved by the respective team lead before being forwarded to the admin team.

Q: What are the minimum requirements for passwords?

A: Passwords must contain a minimum of 8 characters, including at least one lowercase letter, one uppercase letter, one numeric digit, and one special character.

Q: Can I reuse my recent passwords?

A: No, passwords should not be the same as the recent password(s) used to maintain security. 

Q: What are some best practices for creating passwords?

A: Users are encouraged to create unique and complex passwords, avoid easily guessable information, and refrain from sharing or storing passwords in easily accessible locations.