Service Account Management

Service accounts play a critical role in enabling automated processes and system integrations. These accounts are not tied to individual users but are instead created to support applications, services, or scheduled tasks that require access to systems or data. 

What Is a Service Account? 

A service account is a special type of account used by applications or automated services to interact with other systems. Unlike user accounts, service accounts are typically: 

• Non-human: Not associated with a specific person. 

• Purpose-driven: Created for a specific function, such as running a batch job, accessing a database, or integrating with an API. 

• Managed through IDM: Governed by policies that ensure secure access, auditing, and lifecycle management. 

What Are Service Accounts Used For? 

Service accounts are commonly used for: 

• Automated tasks: Running scripts, scheduled jobs, or background processes. 

• Application access: Allowing software to authenticate and interact with other systems. 

• System integrations: Facilitating communication between platforms (e.g., syncing data between HR and IT systems). 

• Monitoring and logging: Collecting system metrics or logs for analysis. 

What Should Service Accounts Not Be Used For? 

Despite their utility, service accounts should not be used for: 

• Human user access: Employees should never log in using service accounts. 

• Bypassing security controls: Using service accounts to circumvent authentication or authorization policies undermines IDM governance. 

• Shared access: Service accounts should not be used as a workaround for shared credentials among team members. 

• Unmonitored activity: All service account activity should be logged and auditable to prevent misuse. 

Best Practices 

To ensure service accounts are used securely and effectively: 

• Assign least privilege: Grant only the permissions necessary for the task. 

• Use strong authentication: Implement secure credentials or certificates. 

• Monitor and audit: Track usage and regularly review access. 

• Lifecycle management: Deactivate or remove accounts when no longer needed. Passwords should be changed if known users have left the department or separated from the institution. 

How to Request a Service Account 

To request a service account, please complete the Service Account Request form.