For many organizations, IT access is often overlooked until a crisis occurs. In some cases, all the control, from server logins to critical software credentials, is held by a single person. If that one person becomes a rogue employee, the disruption can be costly.
What Is a Rogue Employee?
A rogue employee is someone inside your organization who uses their access, knowledge, or role to cause harm. That could mean anything from stealing data to intentionally disrupting key operations. Because they already have elevated access, their actions are tougher to spot and can cause more damage than an outside attack.
Rogue employees can appear in many forms. Some carry out insider reconnaissance, gathering details about systems, office layouts, or vulnerable devices to use later. Others act as proxy employees, working for an outside group to gain access. While the goal isn’t always a cyberattack, some rogue employees can also be applicants who never intended to follow company rules and regulations. And other times, they’re simply an angry employee who wants to cause damage on their way out the door.
How One Termination Locked Out an Entire Business
A Northeast property management company relied on one IT manager for all system administration, passwords, and hardware. They later discovered the manager had even installed personal surveillance cameras in the server room. Concerned that the manager could become a rogue employee and use the control against them, leadership contacted ITonDemand for help.
Before a complete security plan was in place, the company terminated the employee that same day. A legal letter announcing the termination caused the former employee to cut off communication. As a result, they lost access to passwords, network details, and admin logins for more than 100 company computers. With no guarantee of cooperation, critical property management systems and tools were at risk.
Securing Systems in Record Time
ITonDemand acted quickly to limit the damage caused by the rogue employee. With limited access from another administrator, the team began securing accounts, recovering passwords, and regaining control of core platforms. They installed remote management tools on all endpoints, restored control of the property management software, and ensured no additional accounts could be compromised.
One major challenge remained: the default administrative password for all workstations. Manually resetting each device would be a time-consuming task for more than 100 computers. At first, the former employee refused to provide the password. They later agreed, allowing the process to move forward. Within a week, an additional IT engineer was flown in to confirm access, secure all remaining systems, and add safeguards to prevent this from happening again.
Why Insider Threats Are Often Overlooked
This incident highlights a risk that many businesses overlook: insider threats, such as rogue employees. While companies focus heavily on stopping external cyberattacks, internal access issues can be just as damaging. A single employee with complete control over critical systems creates a single point of failure. That failure could come from malicious intent, a personal emergency, or simple unavailability.
The property management industry relies on constant access to tenant records, maintenance schedules, financial systems, and communication tools. When that access is blocked, it disrupts operations in many ways. Without a clear plan for credential management, the impact can be immediate and severe.
Steps to Protect Against Access Risks
The risk of being locked out of your own systems can be better avoided with proactive planning. By implementing the right safeguards, you can protect business continuity and minimize the risk of costly disruptions.
- Use centralized password storage: Store all credentials in a secure, shared password vault. That ensures authorized staff can access them when needed and keeps sensitive information protected from loss or misuse.
- Ensure redundant administrative access: Assign admin privileges for each critical system to at least two trusted individuals. This prevents a single point of failure if one person becomes unavailable.
- Document all systems: Keep an up-to-date record of all platforms, tools, and login requirements. Detailed documentation makes it easier to troubleshoot issues, onboard new staff, and maintain control.
- Review access permissions regularly: Conduct periodic audits to see who has administrative rights. Remove or adjust permissions when roles change to avoid unnecessary access.
- Have an incident response plan: Establish a clear incident response plan to quickly secure systems if an employee leaves unexpectedly. Proper planning can protect critical data.
By following these steps, organizations can prevent the kind of disruption caused when a rogue employee controls critical access. The right safeguards make it possible to protect your systems, your operations, and your business reputation.
How Smart Planning Can Prevent Major Disruptions
Preventing insider threats starts with planning ahead. Building redundancy, securing credentials in a central location, and keeping a trusted IT partner ready to respond all help keep your systems safe and your operations running. These steps protect against both unexpected emergencies and intentional disruptions.
The recent lockout faced by a Northeast property management company is a reminder of why these safeguards matter. Quick action, transparent processes, and the right expertise turned a risky situation into a secure and stable outcome. And with a plan in place, any business can be prepared to do the same.
