What is a good practice for managing user access to sensitive data in Smartsheet?

Regularly reviewing user permissions is considered a good practice for managing user access to sensitive data in Smartsheet. This practice helps ensure that access rights align with current roles and responsibilities within the organization. Over time, employee roles can change due to promotions, transfers, or departmental reorganizations, and not updating permissions can either lead to unauthorized access or prevent users from doing their jobs effectively. By conducting regular reviews, you can identify any unnecessary permissions that may have been granted and revoke them as needed, thereby enhancing the security of sensitive information.

Establishing a systematic approach to permission management is crucial in any organization to minimize security risks. This includes not just an initial set-up of user roles, but also a continual reassessment. In contrast, keeping all users in one group and assigning Admin access to all employees can lead to excessive access rights that can jeopardize data security. Similarly, using the same passwords for all users would undermine security by creating a single point of failure, making it easier for unauthorized individuals to access sensitive information. Regularly reviewing permissions thus stands out as an essential practice for maintaining a secure and compliant environment within Smartsheet.