Role Change Access Review
Purpose
Use this template when an employee changes role, department, responsibilities, or project assignment.
The objective is to prevent access from accumulating over time.
A role change should not simply add new permissions. Existing access should first be reviewed and unnecessary access removed.
Employee Information
Employee: ____________________
Previous role: ____________________
New role: ____________________
Previous department: ____________________
New department: ____________________
Effective date: ____________________
Manager: ____________________
Review owner: ____________________
Existing Access Review
List important current systems and decide whether access should remain.
High-Risk Access Review
Confirm whether the employee currently has or will require:
- Administrator access.
- Finance or payment access.
- Payroll access.
- HR or employee data.
- Sensitive customer data.
- Backup administration.
- Cloud administration.
- Security system access.
- Source code or production access.
- Vendor administration.
- Shared credentials.
For each high-risk access right, confirm that it remains justified.
New Access Required
System or service: ____________________
Access level: ____________________
Business reason: ____________________
Approver: ____________________
MFA required: Yes / No
Temporary or permanent: ____________________
Expiry date if temporary: ____________________
Access to Remove
System or service: ____________________
Access to remove: ____________________
Removal owner: ____________________
Removal due date: ____________________
Removal confirmed: ____________________
Security Changes
- MFA configuration reviewed.
- Group memberships updated.
- Privileged access reviewed.
- Shared account membership reviewed.
- Distribution lists reviewed.
- Shared folders reviewed.
- Remote access reviewed.
- Vendor platform access reviewed.
- Role-based training updated.
- Access register updated.
Approval
Previous manager: ____________________
New manager: ____________________
System/data owner: ____________________
IT confirmation: ____________________
Completion date: ____________________
Evidence location: ____________________
Practical Rule
When someone changes roles, remove what they no longer need before adding what they need next.