What is an Orphan Account?

An orphan account, in the context of Identity and Access Management (IAM), refers to an account within a system that remains active but is not associated with a legitimate, current user. This situation typically occurs when an employee leaves the company or changes roles within the company, and their previous account isn't correctly deactivated or removed. As a result, the account is left "orphaned." 

Risks associated with orphan accounts

• Security vulnerabilities: Orphan accounts are prime targets for cybercriminals since they often go unnoticed and may still have access to sensitive information or systems. They can be exploited to gain unauthorized access, potentially leading to data breaches or cyberattacks.
• Compliance issues: Many regulatory standards require organizations to have tight control over access to sensitive data. Orphan accounts complicate these requirements because they represent unmonitored and unauthorized access points, putting the organization at risk of non-compliance with regulations such as GDPR, HIPAA, or SOX.
• Resource misuse: Each account on a system may use resources, licenses or incur costs. Orphan accounts waste these resources, leading to unnecessary expenses.

Approaches to prevent orphan accounts

Eliminating orphan accounts is critical in maintaining a secure IT environment and ensuring compliance with data protection regulations. Below are strategic approaches organizations can adopt to prevent orphan accounts effectively.

• Regular access audits: Conduct systematic and regular audits of all user accounts across every system. Comparing active accounts against current employee records helps identify accounts that no longer have a legitimate business purpose.
• Automated account de-provisioning: Integrate IAM systems with HR databases and target systems to trigger automatic de-provisioning of accounts immediately after an employee's departure or role change. Utilizing automated workflows removes the possibility of oversight and ensures timely account deactivation. 
• Centralized identity governance: Implement a centralized identity governance framework that provides visibility into every account on the network, regardless of where they are or what privileges they have. This unified approach ensures every account is noticed and managed.
• Advanced analytics and AI: Employ advanced analytics and artificial intelligence to monitor access patterns and user behaviors. These technologies can help spot anomalies indicative of orphan accounts, like inactivity or unusual access patterns, prompting further investigation.
• Robust access certification processes: Regularly undertake comprehensive access reviews or certifications where managers confirm the appropriateness of the access levels granted to their team members. Access that is unnecessary or obsolete should be revoked immediately.
• Cross-departmental collaboration: Ensure collaboration between IT, HR, and departmental heads. HR knows when people are scheduled to leave or change roles, while managers understand the access needs of their departments. Coordinated efforts between these units can prevent accounts from becoming orphaned. 
• Effective offboarding procedures: Establish a thorough offboarding process for exiting employees, including a checklist of accounts, credentials, and access rights for termination. This procedure should be mandatory and closely monitored.
• Incidence response management: Develop and enforce an incident response plan specific to orphan accounts. When such an account is identified, immediate actions to secure the account and investigate the oversight demonstrate a proactive stance on cybersecurity.
• User activity monitoring: Continuously monitor user activities. Any account that shows no activity over a standard period, fitting the profile of an orphan account, should be flagged for review and potential removal. 
• Policy development and enforcement: Create, communicate, and enforce a clear policy regarding account lifecycle management. Employees, and particularly those who join or leave the company, should be aware of these policies, as should IT staff responsible for executing them.

Techniques for discovering orphan accounts

Discovering orphan accounts on a network is critical to maintaining robust cybersecurity protocols. Various techniques can be employed to identify these dormant accounts effectively.

• Account activity monitoring: Implement systems that track and report user account activity. Accounts showing no activity for a period that exceeds the standard inactivity threshold should be flagged for further investigation as potential orphan accounts. 
• Regular access reviews and audits: Schedule routine audits of all user accounts and access privileges. Cross-referencing the list of active accounts with current employee records can help identify discrepancies and flag accounts that no longer have legitimate owners.
• Automated alerts for inactivity: Use security software tools that automatically detect and alert administrators to inactive accounts over a certain period. This approach relies on setting parameters for inactivity and automates the process of identifying potential orphan accounts.
• Integration with human resources databases: Establish a direct feed or periodic synchronization between the IT system's user accounts and the HR database. This integration ensures that when an employee's status changes, there's a system in place for reviewing their network access for possible de-provisioning. 
• Advanced analytical tools: Leverage advanced analytics to process login data and user activities, highlighting patterns that could indicate neglected or orphan accounts. These tools can often integrate machine learning algorithms to improve detection over time.
• Network scanning tools: Utilize network scanning tools and software capable of scanning the entire network and listing all the user accounts. These comprehensive scans can then be analyzed to find accounts that have not been used for a lengthy period.
• Identity and Access Management (IAM) solutions: Deploy comprehensive IAM solutions that can manage user identities from creation to deletion. These platforms provide thorough insights into account statuses and can automatically flag or deactivate accounts based on inactivity or predefined policies. 
  
• Security Information and Event Management (SIEM) systems: Incorporate SIEM systems to aggregate and analyze activity data from various network sources, pinpointing anomalies or red flags that may indicate the presence of orphan accounts.
• Penetration testing and security assessments: Engage in proactive security assessments, including ethical hacking and penetration testing, to uncover orphan accounts that could be exploited as part of broader network vulnerabilities. 
• Employee exit procedures: Tighten the employee exit process by ensuring that all accounts, including secondary or service accounts associated with an individual, are properly logged and deactivated upon their departure.

Automated provisioning and de-provisioning

Automated provisioning and de-provisioning play a pivotal role in managing orphan accounts. Provisioning involves the creation of user accounts, while de-provisioning pertains to their removal. By automating these processes, organizations can ensure that accounts are created only when necessary and removed promptly when no longer needed. 

Automated provisioning systems can be configured to require approval for new accounts. This ensures that each account has a valid reason for its creation. Moreover, they can be programmed to grant access rights based on predefined roles, further reducing the likelihood of unnecessary account creation. 

On the flip side, automated de-provisioning systems ensure that accounts are promptly suspended or deleted when an employee leaves the organization. These systems can be configured to trigger the de-provisioning process as soon as an employee's departure is recorded in the HR system. This proactive approach not only helps eliminate orphan accounts but also safeguards the organization from potential security risks associated with these accounts. Moreover, it ensures a seamless account recovery and password reset process, enhancing the overall user experience.