Set the systems access scope
Maintain a Systems Access Inventory starts with a written boundary. Name the event, the source, the owner, the evidence, and the point where the work must stop. A clear rule keeps coordination separate from priority, budget, and management decisions.
The main risk is that an inventory can list roles without effective access or a reviewer. Record the source and time before changing a status.
Capture the evidence
A usable record includes system, role, owner, purpose, last review, and exception. Keep the source beside the record so another reviewer can reconstruct what happened.
The access owner confirms the decision or exception. The coordinator can inventory the systems, check roles, and route exceptions, but should not fill a gap with an assumption.
| Evidence | Purpose | Owner |
|---|---|---|
| Source record | Shows what was known | Coordinator |
| Current state | Shows the next action | Coordinator |
| Decision note | Shows who approved | Accountable owner |
Separate preparation from judgment
Decisions about access approval and security exceptions remain with the authorized owner. Use three labels: proceed under the rule, pause for missing evidence, and escalate for a decision.
Run the review
Review stale access, missing reviews, and orphan accounts. Sort by age, owner, and exception reason. For example, a contractor leaves with an active account. Record what evidence was available and who owned the next step.
Pilot one workflow
Start with one system. Test the checklist on a small batch and review exceptions with the owner. Expand only after the workflow produces a reviewable record.