Why Administrator Accounts Should Only Be Used With Approval

Nate Daniels
Oct 7
2 min read

In today’s digital world, even one small change to a computer can have big consequences. That’s why Administrator Accounts are protected under strict policies — not just as a company rule, but as a best practice supported by Massachusetts data security laws (201 CMR 17.00) and national cybersecurity standards.

The Power (and Risk) of Administrator Accounts

Administrator accounts have unrestricted control over a system. They can install or remove software, change settings, create or delete users, and modify system security. While this level of control is essential for IT professionals, it also makes these accounts a prime target for malware, ransomware, and accidental misconfiguration.

Even a simple action — like installing a free PDF reader or browser extension — can unintentionally install bundled software, alter system registry entries, or disable antivirus protection. These seemingly harmless changes can expose your business network to security threats or compliance violations.

Why Employees Should Never Use Admin Accounts

Allowing employees to use an Administrator Account, even briefly, bypasses all the safeguards your Managed Services Provider (MSP) has in place. Here’s what can happen:

Security breaches: Malware can exploit elevated privileges to spread quickly across the network.
System instability: Incorrect updates or driver installs can cause crashes or data loss.
Compliance risks: Violating the Massachusetts Data Security Regulation (201 CMR 17.00) may result in penalties for improper data protection.
Audit issues: Unapproved access leaves no clear accountability trail for changes made.

For these reasons, all Administrator Access requests must go through a formal approval process. This ensures that access is granted only when absolutely necessary — and only for the time required to complete a specific task.