Let me ask you this:

Would you leave a client’s tax return or payroll report sitting open on the breakroom table—where anyone could glance at it?

Of course not. That would be careless… and a compliance nightmare.

But every day, I see small and mid-sized accounting firms doing the digital equivalent—by giving too much access to too many people, across too many systems.

And most of the time, it’s not intentional. It starts with things like:

“Just give them full access so they don’t have to ask.”
“We’ll clean up the permissions later.”
“Let’s just share one login—it’s easier.”

Over time, this leads to security gaps, compliance risks, and a lack of accountability.

🔐 What Is “Least Privileged Access”?

It’s simple:

People should only have access to the data and systems they need to do their job—and nothing more.

That means:

• Staff can see the client files they’re working on, but not the entire firm’s directory

• Payroll clerks aren’t digging through financial statements they don’t need

• Shared logins are replaced with individual, trackable credentials

• Internal data is segmented, not open to everyone by default

This is a foundational principle in cybersecurity—and a big piece of how modern firms protect client data, reduce liability, and maintain compliance with regulations like SOX, IRS safeguards, and state privacy laws.

💼 Why It Matters for Accounting Firms

Accounting firms are high-value targets for cybercriminals—and internal mishandling of data can be just as risky.

You’re storing:

• Tax returns, financial statements, and payroll data

• Personally identifiable information (PII) and Social Security numbers

• Client bank info and accounting software access

• Sensitive internal documents (HR, billing, audit files)

In many firms, logins are shared across team members, and access is left wide open—because it's convenient.

But that creates several problems:

🚫 No Accountability

With shared credentials, you can’t track who accessed or changed what.

🧨 Excess Access = Excess Risk

An intern doesn’t need to access a client’s P&L.
An admin shouldn’t be able to delete entire folders in your file system.
But without least privilege in place, it’s all possible.

🔒 Gaps During Turnover

When someone leaves the firm, are you 100% sure their access is fully revoked—from every system, cloud app, and shared drive?

🛠 Real-World Examples of Least Privileged Access

Let’s say your firm uses a platform like Thomson Reuters, QuickBooks Online, Xero, or CCH Axcess. A least-privileged approach would look like this:

• Each employee has their own secure login

• Bookkeepers can work on assigned clients, but not access firmwide data

• Partners retain full access to financial controls and reports

• Temporary or seasonal staff are given limited-time, read-only access

• Offboarding checklists ensure users are fully removed from all systems

This isn’t about locking things down—it’s about giving the right people the right access.

🧩 It’s Not Just About Security—It’s About Scalability

The more your firm grows:

• The more clients you serve

• The more tools you adopt

• The more staff and contractors come and go

“Everyone has access to everything” might seem easier today—but it’s not sustainable, and it’s certainly not secure.

If you’re looking to scale without increasing your risk, least privileged access is one of the smartest things you can implement.

💡 How Big Water Technologies Can Help

We work with accounting firms every day to:

• Audit who has access to what (and where)

• Set up secure, role-based access by function or department

• Eliminate shared logins and implement MFA

• Help with offboarding, device control, and system integrations

You don’t need to overhaul everything overnight—but you do need a plan.

If you're not sure where to start, we’ll walk you through it—plain English, no tech jargon, and a focus on what works for your firm.

📩 Contact us for a quick access audit or to learn more about securing your accounting firm's data across cloud apps, devices, and systems.