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User Access Review

A user access review is a periodic check in which managers and system owners confirm that each user's access to a system is still needed and appropriate, and mark the rest for removal. IT prepares the user list, reviewers certify or revoke, and the signed sheet becomes audit evidence.

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[Company Logo][Company Name]

USER ACCESS REVIEW SHEET

System / Application:: [System Name]
Review Period:: [Quarter / Half-year] [Year]
System Owner:: [System Owner Name]
Prepared by (IT):: [IT Executive Name]
Review Due Date:: [DD/MM/YYYY]

Instructions for Reviewers

Check each user and role listed against the person's current job.
Mark Keep, Modify or Revoke. Add a comment for Modify.
Pay special attention to rows flagged as leaver, inactive or privileged.
Do not review your own access; it will be reviewed by your manager.
Return the signed sheet to IT by the due date.

User Access Listing

User ID	Employee Name	Employee ID	Department	Role / Access Level	Last Login	HR Status	Flag	Decision	Comments
[User ID]	[Employee Name]	[Employee ID]	[Department]	[Role]	[DD/MM/YYYY]	Active	-	Keep / Modify / Revoke	[Comments]
[User ID]	[Employee Name]	[Employee ID]	[Department]	[Role]	[DD/MM/YYYY]	Exited	Leaver	Keep / Modify / Revoke	[Comments]
[User ID]	[Employee Name]	[Employee ID]	[Department]	[Admin Role]	[DD/MM/YYYY]	Active	Privileged	Keep / Modify / Revoke	[Comments]
[User ID]	[Employee Name]	[Employee ID]	[Department]	[Role]	[DD/MM/YYYY]	Active	Inactive 90+ days	Keep / Modify / Revoke	[Comments]
[User ID]	-	-	-	[Role]	[DD/MM/YYYY]	Not found	Orphan	Revoke	[Comments]

Review Summary

Total Users Reviewed	Kept	Modified	Revoked	Orphan Accounts Found
[Count]	[Count]	[Count]	[Count]	[Count]

Remediation Tracker

User ID	Action Required	Ticket No.	Completed On	Completed By
[User ID]	[Revoke / Modify role]	[Ticket Number]	[DD/MM/YYYY]	[IT Executive Name]
[User ID]	[Revoke / Modify role]	[Ticket Number]	[DD/MM/YYYY]	[IT Executive Name]
[User ID]	[Revoke / Modify role]	[Ticket Number]	[DD/MM/YYYY]	[IT Executive Name]

I have reviewed the access listed above and confirm that the decisions recorded reflect the current business need of each user.

Reviewer
[Reviewer Name]
[Designation]
Date: [Date]

System Owner
[System Owner Name]
Date: [Date]

Remediation confirmed by
[IT Head Name]
Date: [Date]

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What this template includes

System name, review period and reviewer
User list with role, last login and employment status
Keep, modify or revoke decision for each user
Flags for leavers, inactive accounts and privileged roles
Remediation tracking with completion dates
Sign-off by reviewer and IT

When to use it

Quarterly or half-yearly review of critical systems such as ERP or payroll
Before an internal or external audit
After a reorganisation or merger of teams
After a security incident involving user accounts

How to customise this template

1Export the user list from each system with roles and last-login dates
2Compare with the HR active employee list before sending to reviewers
3Set your inactivity threshold, for example 90 days
4Choose review frequency by system risk
5Attach remediation tickets as evidence

HR tips

Send reviewers a pre-filtered list highlighting leavers and inactive users
Do not let reviewers approve their own access
Track revocations to closure; a decision without action fails the audit
Keep previous review sheets to show the control runs consistently

For HR & hiring managers

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Frequently asked questions

How often should user access be reviewed?+

Many companies review critical and financial systems quarterly and others half-yearly or yearly. Choose a frequency based on risk and auditor expectations.

Who should review user access?+

The user's reporting manager or the system owner, who knows whether the access is still needed. IT prepares the data and carries out removals.

What is an orphan account?+

An account that belongs to no active employee, often left behind after an exit. Orphan accounts should be disabled as soon as they are found.

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[Company Logo][Company Name]

ACCESS CARD ISSUE FORM

Request No.:: [Reference Number]
Date:: [Date]
Site / Building:: [Work Location]
Request Type:: New / Additional Access / Replacement / Temporary

1. Card Holder Details

Name	[Employee Name]
Employee ID / Vendor ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Category: Employee / Contractor / Intern / Consultant
Shift Timing	[Shift Timing]

2. Access Required

Zone / Door	Required (Yes/No)	Days	Time Window	Business Justification
Main entrance and reception	Yes / No	Mon–Sat	[HH:MM] to [HH:MM]	[Justification]
Floor [Floor] work area	Yes / No	[Days]	[HH:MM] to [HH:MM]	[Justification]
Server / network room	Yes / No	[Days]	[HH:MM] to [HH:MM]	[Justification]
Store / record room	Yes / No	[Days]	[HH:MM] to [HH:MM]	[Justification]
Parking / basement	Yes / No	[Days]	[HH:MM] to [HH:MM]	[Justification]

Access valid from	[DD/MM/YYYY]
Access valid till	[DD/MM/YYYY] / Until exit

Form · Word

Access Card Issue Form

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[Company Logo][Company Name]
ACCESS CARD RETURN AND DEACTIVATION FORM
Ref. No.:
[Reference Number]
Date:
[Date]
Site / Building:
[Work Location]
Return Type:
Full Surrender / Partial Zone Withdrawal
Card Holder
Name [Employee Name]
Employee ID / Vendor ID [Employee ID]
Department [Department]
Reason: Exit / Contract End / Transfer / Role Change / Card Damaged
Effective Date and Time [DD/MM/YYYY] [HH:MM]
Card Surrendered
Card No. Card UID / Serial Physically Returned Condition Disposal
[Card Number] [Serial Number] Yes / No Good / Damaged Reuse / Destroy
Zone Access Revoked
Form · Word
Access Card Return Form
Download .docx

Card No.	Card UID / Serial	Physically Returned	Condition	Disposal
[Card Number]	[Serial Number]	Yes / No	Good / Damaged	Reuse / Destroy

[Company Logo][Company Name]

SYSTEM ACCESS REQUEST FORM

Request No.:: [Reference Number]
Date:: [Date]
Request Type:: New / Modify / Temporary / Elevated
Ticket Ref.:: [Ticket Number]

1. Requester Details

Name	[Employee Name]
Employee ID / Vendor ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Existing User ID (if any)	[User ID]
User type: Employee / Contractor / Vendor engineer

2. Access Requested

System / Server / Resource	Role or Group	Access Level	From	To	Business Justification
[Domain / Active Directory group]	[Group Name]	Read / Write / Admin	[DD/MM/YYYY]	[DD/MM/YYYY]	[Justification]
[File server / shared drive path]	[Folder]	Read / Write	[DD/MM/YYYY]	[DD/MM/YYYY]	[Justification]
[Server name / IP]	[Role]	Read / Admin	[DD/MM/YYYY]	[DD/MM/YYYY]	[Justification]
[Database]	[Schema / Role]	Read / Write	[DD/MM/YYYY]	[DD/MM/YYYY]	[Justification]

3. Approver Chain

Form · Word

System Access Request

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[Company Logo][Company Name]

SYSTEM ACCESS REMOVAL FORM

Request No.:: [Reference Number]
Date:: [Date]
Trigger:: Exit / Transfer / Contract End / Access Expiry / Access Review Finding
Effective Date and Time:: [DD/MM/YYYY] [HH:MM]

1. User Details

Name	[Employee Name]
Employee ID / Vendor ID	[Employee ID]
Department	[Department]
Primary User ID	[User ID]
New Department (if transfer)	[Department]
Requested by	[HR Name] / [Reporting Manager]

2. Access to be Removed

System / Resource	User ID / Role	Action	Removed On (Date / Time)	Removed By
Domain / directory account	[User ID]	Disable / Delete / Remove group	[DD/MM/YYYY HH:MM]	[IT Executive Name]
File server / shared drive	[Folder / Group]	Remove	[DD/MM/YYYY HH:MM]	[IT Executive Name]
Server / cloud console	[Role]	Remove	[DD/MM/YYYY HH:MM]	[IT Executive Name]
Database	[Role]	Remove	[DD/MM/YYYY HH:MM]	[IT Executive Name]
Remote access / VPN	[User ID]	Revoke	[DD/MM/YYYY HH:MM]	[IT Executive Name]

3. Access to be Retained (transfers only)

Form · Word

System Access Removal Form

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[Company Logo][Company Name]

VPN / REMOTE ACCESS REQUEST FORM

Request No.:: [Reference Number]
Date:: [Date]
Request Type:: New / Extension / Vendor / Temporary (travel)

1. User Details

Name	[Employee Name]
Employee ID / Vendor ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager / Vendor Coordinator	[Reporting Manager]
Vendor Company and Contract Ref. (if vendor)	[Vendor Name] / [Reference Number]
Mobile for MFA	[Mobile Number]

2. Reason for Remote Access

Approved hybrid / remote work arrangement
On-call or after-hours support
Business travel
Vendor maintenance or support
Other: [Specify]

3. Device Details

Form · Word

VPN Access Request

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[Company Logo][Company Name]

APPLICATION ACCESS REQUEST FORM

Request No.:: [Reference Number]
Date:: [Date]
Request Type:: New User / Additional Role / Change in Limit / Remove Role

1. User Details

Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Branch / Location	[Work Location]
Reporting Manager	[Reporting Manager]
Official Email	[Email ID]

2. Application and Role Details

Application	Module	Role (from catalogue)	Data Scope (Company / Branch / Territory)	Approval Limit (₹)	Justification
[ERP / Accounting Software]	[Module]	[Role Name]	[Company Code / Branch]	[Amount]	[Justification]
[CRM]	[Module]	[Role Name]	[Territory]	-	[Justification]
[HRMS / Payroll]	[Module]	[Role Name]	[Entity]	-	[Justification]

Access required from	[DD/MM/YYYY]
Access required till: Permanent / [DD/MM/YYYY]
Licence type: Full / Limited / View-only

Form · Word

Application Access Request

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[Company Logo][Company Name]

SOFTWARE ACCESS APPROVAL

Ref. No.:: [Reference Number]
Date:: [Date]
Request Ref.:: [Request Number]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Company Name], [Work Location]

Subject: Approval of Access to [Software Name]

Dear [Employee Name],

With reference to your request dated [DD/MM/YYYY], we are pleased to confirm that access to the software mentioned below has been approved for your official work, subject to the conditions in this letter.

Item	Approved Details
Software / Edition	[Software Name] – [Edition]
Role / Permission	[Role Name]
Licence Type	[Licence Type] (company-owned)
Approved Device(s)	[Asset ID] / [Serial Number]
Valid From	[DD/MM/YYYY]
Valid Till / Review Date	[DD/MM/YYYY]
Approved By	[Reporting Manager], [IT Head Name]

Conditions of use:

Letter · Word

Software Access Approval

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[Company Logo][Company Name]

DATA ACCESS REQUEST FORM

Request No.:: [Reference Number]
Date:: [Date]
Access Type:: One-time Extract / Recurring Report / Read Access to Database / Share with Vendor

1. Requester

Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]

2. Data Requested

Dataset / system / report name	[Dataset Name]
Data owner	[Data Owner Name]
Classification: Internal / Confidential / Restricted
Period covered	[DD/MM/YYYY] to [DD/MM/YYYY]
Frequency: One-time / Weekly / Monthly

Field / Column	Needed for	Personal Data?	Masking Acceptable?
[Field Name]	[Purpose]	Yes / No	Yes / No
[Field Name]	[Purpose]	Yes / No	Yes / No
[Field Name]	[Purpose]	Yes / No	Yes / No
[Field Name]	[Purpose]	Yes / No	Yes / No

Form · Word

Data Access Request

Download .docx

User Access Review

Preview of the template

Instructions for Reviewers

User Access Listing

Review Summary

Remediation Tracker

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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