The Hidden Cost of “Messy” Digital Basics: Why Businesses Start the Year With an Account and Access Review

When planning for the year ahead, most businesses focus on budgets and growth targets. But one simple step—reviewing who has access to your systems—can reduce risk, cut unnecessary costs, and prevent headaches later.

For most small or midsized businesses like the ones we work with, a simple review of accounts, permissions, and vendor access resets the foundation for the year ahead and gives leaders a clearer picture of the systems the business actually relies on.

How unused accounts quietly create exposure

Old user accounts often stay active after someone leaves or changes roles. These forgotten accounts can be an easy way for outsiders to get into your systems—without anyone noticing.  When no one is using the account, no one notices unusual activity. A yearly cleanup removes accounts that no longer serve a purpose and tightens control over who can see what.

Permissions drift over time

Over time, employees collect access they no longer need. This makes it harder to control who sees sensitive information. A quick review keeps access aligned with current responsibilities.  A review trims access rights to match current responsibilities and reduces the chance that sensitive information ends up in the wrong place.

Vendor access that stays open longer than intended

Vendors often get temporary access for projects or support. If that access isn’t closed when the work ends, it leaves your systems open longer than intended. The longer they stay active, the harder it becomes to track who has entry to your systems and data. A defined process to close or limit vendor access keeps things organized and reduces unknown variables.

Tools and subscriptions that no one monitors

Most small and midsized businesses accumulate tools over time. Some were trials that never fully launched. Others solved problems that are no longer relevant. Many renew automatically. Each one carries its own data storage, permissions, and cost. An annual review highlights what is still needed, where data is stored, and which tools can be consolidated or removed.

A straightforward start-of-year routine

Leaders can begin the year with a simple checklist:

• Remove or deactivate unused user accounts.
• Align permissions with current roles.
• Close vendor access that is no longer required.
• Review digital tools, subscriptions, and renewal dates.
• Confirm where business data lives.

This routine clarifies who has access, what the business is paying for, and where potential gaps exist.

How a managed services partner supports the process

Vendors often get temporary access for projects or support. If that access isn’t closed when the work ends, it leaves your systems open longer than intended.  This prevents the gradual buildup that creates confusion and unnecessary risk. With a clearer environment, leaders make decisions based on accurate information rather than outdated lists or assumptions.

Take the next step with TotalCare

TotalCare keeps this cleanup from becoming a once-a-year task.  We maintain accurate account lists, update permissions as roles shift, and close vendor access when projects end for our clients across Western Canada.  Leaders stay informed without needing to track these details themselves. 

Horizon TotalCare Managed IT is offered at $150 per user per month, with co-managed IT services available starting at $125 per user per month, depending on scope and internal team involvement. Get in touch to discuss the right fit for your organization.