Restricting user access involves setting permissions for specific files, folders, applications, or entire systems, typically by using built-in security settings (like Windows' Security tab), role-based access controls (RBAC) in software, user groups (e.g., Microsoft 365), or plugins in web platforms (like WordPress), ensuring users only have the minimum necessary privileges (Principle of Least Privilege) through "Allow" or "Deny" settings, or disabling accounts entirely. The method depends on the platform (OS, cloud service, website).
There are four types of access control methods: Mandatory Access Control (MAC), Role-Based Access Control (RBAC), Discretionary Access Control (DAC), and Rule-Based Access Control (RBAC or RB-RBAC). A method is chosen based on the level of access needed by each user, security requirement, infrastructure, etc.
User Access Management Best Practices
Here's how you can restrict folder access using the built-in Security tab:
Managing user accounts
B. Add User or Group and Set Permissions in Advanced Security Settings
Do one of the following:
Windows
Add access permissions to files
Permission Types
Files and directories can have three types of permissions: read, write, and execute: Someone with read permission may read the contents of a file, or list the contents of a directory.
If the identity matches an entry, the UAC reviews the assigned permissions for that identity, which dictate the user's access rights. For example, a finance department employee may have permission to view and edit financial records, while a marketing department employee may only have viewing rights.
Two primary tools for enforcing limited system access are user passwords to access a system and program time-outs to put the system into a locked state when the program is not used for an extended period of time.
Examples of Restrictions
Use a Virtual Private Network (VPN).
A VPN encrypts your data, hiding your location and activity when you're online. A secure connection could be a stumbling block that prevents hackers from intercepting and gaining unauthorized remote access to your computer.
Access control methods differ based on the user permissions they grant. The four types of access models are discretionary access control (DAC), mandatory access control (MAC), role-based access control (RBAC), and rule-based access control (RuBac).
Step 2 – Right-click the folder or file and click “Properties” in the context menu. Step 3 – Switch to “Security” tab and click “Advanced”. Step 4 – In the “Permissions” tab, you can see the permissions held by users over a particular file or folder.
To check if someone is accessing your computer remotely, look for any unknown remote access programs installed or unfamiliar activity in recently accessed files. Also, monitor programs downloaded online for suspicious software.
To prevent unauthorized access, it's essential to implement strong passwords, enable two-factor authentication, regularly update software, use encryption, and maintain robust monitoring practices. These measures collectively enhance your security posture.
Windows® PC
Navigate to Computer Configuration → Windows Settings → Security Settings → Local Policies → User Rights Assignment. Find and double-click Deny log on locally in the right pane. Click Add User or Group…, then enter the usernames (e.g., User1) or group names (e.g., DOMAIN\Group1) you want to restrict.
Even when you delete an account, companies rarely erase your data completely. Instead, it lingers on their servers—accessible to advertisers, data brokers, and even hackers. This means your personal information can still be exploited long after you think you've erased it.
7 User Access Management Best Practices For Business Security