What is authentication and access control?

Let’s be honest—“authentication and access control” sound like something you only hear in cyber-speak circles or spy movies. But here’s the thing: they affect every single one of us, every single day. Whether you’re logging into your email, unlocking your phone, or accessing your company’s internal network, you’re dealing with these two gatekeepers of digital safety.

So, what are they?

Authentication is simply the system asking, “Who are you?” It wants proof that you are who you say you are. You type a password. Maybe you scan your face. Maybe it pings your phone. That’s authentication.

Access control steps in right after and says, “Alright, now that I know who you are—what are you allowed to do?” These two concepts work hand-in-hand. No proper access control without solid authentication. They’re the peanut butter and jelly of cybersecurity.

Want to Set Up User Access Controls? Here’s How to Not Screw It Up.

Start by adopting a Zero Trust Policy. That’s right. Trust nobody. Not even yourself. Every user, every device—everyone is verified, every time.

Then apply the Principle of Least Privilege. Give users only what they need to do their job. Nothing more. Think of it like this: would you give your intern keys to the executive suite? No? Then don’t give unnecessary access in your systems either.

Split up duties. No single person should have full control over everything. Spread responsibilities. It keeps mistakes—and bad intentions—in check.

Review access regularly. People change roles. They leave. They join. What made sense six months ago might be a nightmare today.

Now here’s where it gets technical—but stay with me. Use RBAC (Role-Based Access Control) to assign access based on job titles. Layer it with ABAC (Attribute-Based Access Control) to factor in conditions like location, time, or device used. Together, they’re stronger.

Automate provisioning. Humans forget. Scripts don’t. Automation helps ensure people get what they need—nothing more, nothing less.

Implement solid password policies. No, “123456” is not a password. Set the standard.

Use Multi-Factor Authentication. It is not optional anymore. One layer is not enough. Combine something you know (password) with something you have (phone) or something you are (fingerprint). Two is better than one. Every time.

Building Access Control from the Ground Up

First, know why you need it. What are you protecting?

Next, figure out what needs protecting. Is it financial data? Customer info? Trade secrets?

Then, ask who needs access to that information. Name names. Be specific.

Define their roles. Are they admins? Users? Contractors? Each role needs different access.

Lastly, know how sensitive the data is. Some files can be shared freely. Others? Lock them down tight.

The 5 Steps of Access Control—No Fluff

1. Run a risk analysis. What could go wrong?
2. Envision the future. Will your system still work next year?
3. Explore what your access control system can really do.
4. Create a solid, realistic plan.
5. Find a provider that gets it—and gets you.

Three Main Flavors of Access Control—Pick Your Poison

1. Discretionary Access Control (DAC): Think of it like giving your roommate a key. You own the resource. You decide who gets access and what kind. Simple. Decentralized. Risky if folks get sloppy.
2. Mandatory Access Control (MAC): Here, access depends on security clearance levels. It’s military-style. Strict. Structured. No flexibility, but super secure.
3. Role-Based Access Control (RBAC): Permissions based on your job. Efficient. Clean. Scales well for larger teams.

Authentication vs Access Control—Why the Distinction Matters

Authentication = identity check.

Access control = what you’re allowed to do once your identity is verified.

No valid identity? No entry. Identity confirmed? Now access control decides whether you can peek inside the vault or stay in the lobby.

Real-World Examples of Access Control (Yep, You Use It Daily)

Look around. Door locks. Keycards. Security gates. Facial recognition at airports. Fingerprint scans on your phone. Badge access at work. All of that? Access control.

Even that little password field before you check your bank account—yep, same thing.

Setting Up Access Control—Getting Into the Nitty-Gritty

Let’s say you are configuring it from scratch.

1. Create a MAC Access Control List (ACL). Give it a name.
2. Or, make an IP ACL and assign it a number.
3. Add your rules.
4. Match the rules with conditions.
5. Apply the rules where they belong.

That’s the technical dance behind the curtain. Not exactly exciting, but critical.

Need to Create a Control in Microsoft Access? Do This.

Pop open the Field List (Alt + F8). Drag a field from the list onto your form, view, or report. Done. You now have a control that lets users view or edit data tied to a table.

Simple, but powerful.

The Simplest Form of Access Control? Here’s What It Looks Like

User shows up with credentials—maybe a password, a pin, a biometric scan.

System says, “Cool. You’re in.”

Then it checks what you’re allowed to do and lets you go only that far.

That is access control stripped to its bones. No frills. Just function.

Final Thought: Security Is Not Just for the IT Team

Everyone has a role. Whether you’re coding systems or just logging into email, understanding authentication and access control is no longer optional. It is survival.

The locks are there for a reason. Use them. Adjust them. Evolve them.

Because someone, somewhere, is always knocking.