1. Planning

• Assessmen
  Start by pinpointing who requires access, the key resources they need, and the specific reasons. Review existing access rights and determine if there is potential for reduction or elimination. An entitlement discovery tool can help achieve a comprehensive view.
• Policy creation
  Create detailed policies for granting and revoking access. Include precise guidelines about who can request access, under what circumstances, and for how long. For privileged roles, it's especially important to introduce time-limited parameters.
• Source of truth
  Synchronize your JIT access system with an Identity Provider, such as Okta, Google Workspace, Azure AD, or OneLogin. This serves as the trusted source for identities. Shifting from shared accounts to individual identities escalates or detracts authorization control and improves audit accuracy.

2. Execution

• Self-serve access requests
  Simplify the process by allowing users to request access through the system, eliminating human intervention. To encourage adoption, consider integration with IM platforms such as Slack or MS Teams. Ensure requests include detailed information, including who is asking, the required services/resources/roles, duration, and reason.

• Approval process
  JIT access provides an opportunity for companies to assign approval authority to individuals with business context. Resource owners and business unit managers frequently have better insights than IT helpdesks. Utilize messaging platforms for rapid response; provide approvers with all the necessary data for an informed decision.

• Conditional approval workflows
  Apply predefined policies into workflows governing access permissions. Establish workflows dictating who can access the resources and under what conditions. An effective method is the use of if-then conditions. IF group "X" seeks access to "Y", seek approval from "Z" and notify "M".

• Integrations
  Consider pairing JITA with other IT and security systems for enhanced flexibility. Connect with IT ticketing systems to grant access automatically based on ticket status, link with data classification systems to adjust policies contingent on data sensitivity. Ideally, tagging resources and bundling them together can improve the process. Consider utilizing on-call schedule software for automated approvals in emergencies and training systems to provide access based on training completion.
• Automated provisioning and deprovisioning
  Understand Docsumo thoroughly to effectively grant and revoke high-fidelity access automatically within the service. This is crucial for JIT Access as it decreases the dependency on people; initiates automatic deprovisioning of access and adheres to the principle of least privilege access (POLP). Ideally, all permissions should be manageable in one place, eliminating the need to create or manage a separate environment for each application.
• Access methods
  ‍For Docsumo JIT Access, APIs are preferred for their adaptability and real-time capabilities. However, a mixed approach may be necessary, such as using SAML for authentication, SCIM for user provisioning, and APIs for granular access control decisions.

3. Maintenance

• Regular audits
  Conduct periodical access log reviews to monitor, confirm, and ensure that JIT access operates effectively. Detect any unusual patterns or behaviors independently or leverage your SIEM system for quick detection. The user access review process can be automated to expedite evidence collection, delegate reviewers and ensure your system adheres to regulatory and industry standards.
• User training
  Train the users, especially privileged ones, concerning the importance of least privilege, JIT access, and its operations. Ensure that users know how to request access as and when required.
• Feedback loop
  Establish a constant review of your JIT access protocols, seeking feedback to understand the areas for improvement.

Following this structured approach will enable the effective implementation of a robust Just-in-Time Access system for Docsumo.