More passwords, more risk

Every company depends on dozens – sometimes hundreds – of digital accounts, including cloud platforms, SaaS tools, social media, remote access portals, and more.

Each of these comes with at least one password, and in many cases, those credentials are shared across teams.

In busy work environments, convenience often wins out over control, leading to shared spreadsheets, situations where "everyone knows the password," and reused admin logins.

However, every unnecessary access right is a potential vulnerability.

True password security isn’t just about creating strong passwords; it's also about controlling who can access them, when, and for what purpose.

This is where the principles of least privilege and granular sharing come in – two core concepts that keep password management controlled, traceable, and secure.

1. The least privilege principle: Access only what is necessary

Definition: Each user, device, or system should have the minimum access rights required to perform their job – no more, no less.

This principle is fundamental to information security. By limiting privileges, you reduce the potential impact of compromised accounts or insider misuse.

If someone’s credentials are stolen, the attacker’s reach is automatically limited.

Why it matters:

• Minimizes damage in case of breaches or leaks.
• Reduces the insider threat surface.
• Simplifies auditing and compliance with standards like ISO 27001 or NIST.

Example:

Instead of granting the entire marketing team administrative access to all social media accounts, assign each person the platforms they manage with limited permissions (e.g., posting and viewing analytics, but not changing credentials).

How to implement least privilege:

• Define password management roles, e.g., Admin, Manager, and User. Our PassSecurium™ password manager, if integrated with Microsoft Entra ID, can map user roles from Entra ID into PassSecurium™.
• Use user groups and folder structure to assign access data in accordance with job functions.
• Review access regularly, at least quarterly or after staff changes.
• Revoke stale permissions that are no longer needed.

Least privilege isn’t about mistrust; it’s about minimizing exposure while maintaining productivity.

2. Granular sharing: Precision instead of blanket access

While least privilege defines how much access someone should have, granular sharing defines how precisely that access is applied.

Definition: The ability to share passwords and credentials with users or groups at the item level, granting specific permissions such as “Read-only” or “Write”.

This allows organizations to collaborate securely without exposing credentials unnecessarily.

Benefits of granular sharing:

• Prevents credential sprawl and accidental leaks.
• Enables secure collaboration across departments or with external partners.
• Makes onboarding and offboarding simple – access can be granted or revoked instantly.

Examples:

• A contractor gets “Read-only” access to a supplier portal login. They can log in but cannot edit the password.
• A temporary project team gets time-limited access to a shared vault that expires automatically.

With modern password managers like PassSecurium™, you have granular control over who sees what, ensuring that every credential has a clear owner and defined scope.

3. Related principles that strengthen access control

a) Role-based access control (RBAC)

Assign permissions based on roles, not individuals.

For instance, the “Finance” group can access accounting tools, but not marketing platforms.

This makes management more scalable and prevents personal ownership of shared passwords.

b) Just-in-time access (JIT)

Instead of granting permanent rights, grant temporary access as needed.

For example, an external auditor could log in to review data for two days, after which their access would expire.

c) Zero-trust approach

Do not trust any access by default.

Even internal users must securely authenticate (MFA, access via a dedicated VPN, and session controls).

Integrating zero-trust principles into password management ensures that every login is verified, contextual, and logged.

d) Auditability and accountability

Every password-related action – who accessed it, when, and from where – should be traceable.

Comprehensive audit logs facilitate incident investigations and compliance requirements.

e) Segmentation and vaulting

Divide stored credentials by department, project, or sensitivity level.

For example, create separate vaults for IT admins, HR, sales, and management.

This way, even internal breaches will stay contained.

4. Common mistakes businesses still make

Even with password managers, security gaps persist when proper procedures aren’t followed.

Here are some frequent pitfalls to avoid:

• Keeping shared credentials in Excel spreadsheets or text files.
• Allowing “all-access” vaults without restriction.
• Never removing former employees from shared logins.
• Overlooking access reviews after role changes.
• Treating admins as exempt from least privilege.

These mistakes undermine the entire security model, turning password management into password exposure.

5. Putting it all into practice

Implementing least privilege and granular access control doesn’t have to be complicated.

Here’s how to start strengthening your company’s password management process:

1. Choose a business-grade password manager

 Look for features like:

• Centralized vaults and group management.
• Role-based and granular permissions.
• Secure sharing.
• Access logs and reports.

2. Audit existing credentials

Identify who currently has access to what. You will often find accounts with excessive rights or unknown owners.

3. Define roles and groups

Align them with real responsibilities. Keep “Admin” rights to an absolute minimum.

4. Regularly review access

Schedule quarterly reviews, and automate them where possible.

5. Combine with MFA and monitoring

Password security is most effective when combined with multi-factor authentication and active oversight.

6. Conclusion: Control is the new security

In today’s business environment, password management is about more than just remembering complex credentials. It’s about intelligently controlling access.

The principles of least privilege and granular sharing help organizations achieve exactly that:

• Fewer risks.
• Clear accountability.
• Easier compliance.
• And a stronger security culture across the company.

When every password, vault, and access level is deliberate and limited, security becomes part of everyday operations – not an afterthought.

In modern cybersecurity, it's not only who you trust, but also how little you have to.

And PassSecurium™ will be of great help on your way to secure password management.