Selecting the right identity and access management tool is a critical strategic decision that extends far beyond basic security measures. Learn how to navigate the complex process of vetting IAM tools, so you can make informed decisions that protect your digital assets, enhance operational efficiency, and future-proof your security infrastructure.
Identity and access management (IAM) tools help you manage user identities, authenticate them, and control access permissions throughout your digital ecosystem.
Even though identity and access management tools often perform similar functions, such as provisioning and deprovisioning access, producing reports, and managing privileged access, some options may not be right for your organization. And as you choose the best option, the stakes are high.
Safeguarding customer data and staying within regulatory boundaries help your business thrive, and IAM plays a central role in meeting these goals. Sometimes, a system can work, but it may take so much time and effort it hurts operational efficiency.
We’ve designed this guide to help you choose the best option, considering features, vendor reputation, and what to keep in mind before you commit to a provider.
Understand Your Business Needs to Decide Which Identity and Access Management Tools You Need
Your business needs should drive your decision process, especially if you want to incorporate more advanced IAM options. For example, not all providers may give you access to tools that process biometric data, and some may have limited options when it comes to multifactor authentication. So, it’s best to start with a wish list that includes your current needs and those you anticipate in the future.
In addition to authentication options, you should also consider:
User Lifecycle Management Capabilities
User lifecycle management refers to the process of onboarding users, granting them access to sensitive systems, adjusting their access, and offboarding them when they no longer require access.
Your user lifecycle management systems need to be intuitive and have smooth, simple workflows. Otherwise, when it comes time to onboard new users, for example, you may spend more time than necessary getting them the access they need to do their work.
The offboarding process is just as important. A cumbersome lifecycle management system may make it difficult to terminate accounts, which could result in former employees having unauthorized access.
Compatibility with Existing Infrastructure
If you have cloud platforms users need access to, your IAM solution must integrate with each system they use. Similarly, apps you host on on-premise servers must play well with your IAM system, so you’ll want to ensure your hardware and software are compatible.
If you use a legacy server that doesn’t interface with the internet, hardware compatibility may be an issue, so choose carefully.
Analytics and Reporting for Compliance
Talk is cheap when you must prove you have the appropriate data protection measures. Choose a solution that gives you the ability to build reports describing:
- User activity
- The number of new and deleted accounts over a period of time
- The levels of access for each user or type of account
- Location-based data
- The kinds of data users access and download
- The applications employees use, as well as timestamps indicating when
- The time it takes for users to log in to protected systems
- Which machines were used to access sensitive systems
For internal reasons, analytics are also a key feature, especially if you want to keep track of the level of exposure for different apps. IAM data is also useful for tracking employee activity and engagement with your business apps.
There are also emerging technologies, like AI-driven security, that you’ll want to future-proof your solution against. The IAM system you choose should be able to provide data that an AI-powered system can process and use to reduce risk or address threats. For instance, an AI system may need to analyze data such as when users log in, from where, and their IP addresses.
To make this possible, you have to ensure your data is structured to make it accessible to a wide range of AI-powered solutions. One way to do this is to store data using popular formats, such as SQL, NoSQL, or JSON.
Future-proofing your system hinges on using these formats simply because they integrate well with so many AI solutions. Even though generative AI can sometimes read word-processing documents and PDFs, you enable deeper AI capabilities for your compliance analytics and reporting by storing data in formats AI systems can (usually) understand.
Evaluate Vendor Reputation
The vendor you choose is central to the success of your IAM system, especially because they can provide customizations and guidance about how to get the most from your solution. While it’s helpful to read reviews and customer feedback, you’ll also want to make sure your vendor:
- Gives you support when it comes to optimizing your solution during and after deployment
- Customizes your solution so it works best with both your IT team’s workflows and those logging in
- Offers specialized services, such as access certification management, privileged access monitoring, and role-based access strategies
- Provides services that meet compliance standards, which are important when it comes to SOC 2 and GDPR audits
- Is available when you need them: their support hours should be conducive to the times when your employees are working and when your IT team may need to adjust the system
- Has experience working in your industry, which empowers them to predict more potential issues and find solutions faster
- Understands the needs of your business, including apps you may add in the future, and plans to add or adjust cloud-based services
Identifying the right vendor is especially important because, let’s face it, your IT staff already has a lot on their plates. Ideally, you want a provider who can listen to your needs and goals and then deliver a system that meets them without forcing your team to invest many hours during the onboarding process.
Request a Demo or Trial of the Identity and Access Management Tools
Getting a demo or trial to try the solution out gives you a sense of its workflow and how it supports users’ and admins’ experiences. For example, the onboarding process should be easy to understand, so even if someone new to the team has to use your IAM solution, they don’t need much training. The same applies to navigating through the interface.
Role management is especially key because people’s roles change frequently. Whether someone gets a new position or assumes more responsibilities, you often have to adjust their access privileges during the transition.
Therefore, before you run your tests, list out several different scenarios that your organization may encounter, such as:
- Someone shifting laterally, such as from marketing to sales
- Employees needing temporary access to an application containing sensitive data
- An individual needing admin privileges to assume the role of an administrator while they’re away on vacation
- Several users logging in at the same time from different locations
Assess Costs Beyond Licensing
Your costs may not be as straightforward as they seem, especially when you consider the total cost of ownership. For example, if your team needs training, this may cost you both in terms of hiring a trainer and the time employees have to spend away from their regular duties.
Maintaining your system can also involve a considerable expense, especially if you must pay for upgrades, additional features, or a maintenance support package. It’s best to make a list of all potential line items. Then, you can see how the cost stacks up from one vendor to another.
At the same time, some options may offer considerable long-term savings. For example, a reliable, efficient system may come with significant cost savings as the years pass. Every minute you save while onboarding new users, deleting accounts, and changing access privileges comes with a dollar sign.
A smooth user experience also makes it easier to retain top talent, reducing your long-term recruiting, onboarding and training costs. If users get frustrated with laborious remote logins or admins get sick of inefficient workflows, they may be more likely to get burnt out. So, by choosing a system that’s easy to navigate, you help slash the costs associated with employee turnover.
The savings you reap from improved security are hard to overstate. A solution that prevents a breach can be worth millions. And one that simplifies the reporting process can prevent issues with compliance laws because it empowers you to “show and prove” the efficacy of your solution.
Involve Your Team in the Decision
The most important stakeholders are those whose jobs your IAM system will directly impact, so you need to gather input from HR, IT and end users. They may have preferences regarding the features they’d like to see, so by getting a solution that meets these needs, you can avoid internal pushback.
Of course, getting a solution with a strong portfolio of features is only the beginning. You also need support for all kinds of users. That’s another reason why choosing a thoughtful provider dedicated to the success of all users makes a big difference.
For many organizations, it’s good to use a pilot program to help users get their feet wet — and offer invaluable feedback. Whether through a meeting, survey or direct feedback, you should take some time to understand the experiences of different kinds of users.
Your IAM Tool: An Investment in Security and Productivity
Your team regularly interfaces with your IAM tool, often several times a day. This makes an efficient, simple solution a key productivity tool. And since IAM is a cornerstone of data and network protection, investing in the right one boosts your ability to protect important data and other digital assets.
Our on-demand webinar showcases the importance of a comprehensive penetration test – beyond simply meeting compliance requirements – through a live network attack simulation.
You know you need to protect your brand and financial stability by prioritizing cybersecurity. But do you know where to start? Our Cybersecurity team is ready to help you focus on everything from strategy development to penetration testing.
