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1Scan for outdated or missing drivers - takes under a minute2Repair Windows errors before they cause bigger problems3Fix the driver behind crashes, sound loss and screen glitchesReduce insider risk during onboarding by combining fair, role-relevant screening with security training, least-privilege access, strong authentication, and clear coordination among HR, IT, security, and managers. Treat onboarding as the beginning of ongoing access and risk management—not as a one-time background check.
1. Set role-based, lawful screening rules
Decide what screening is relevant to each role before hiring begins. The decision should reflect the job’s responsibilities and access to sensitive data or systems, rather than applying the same broad checklist to every employee. CISA’s Resources for Onboarding and Employment Screening Fact Sheet describes options such as criminal-record checks and verification of education, professional licenses, or driving records. It also cautions that availability, fees, and consent requirements vary.
Apply written criteria consistently and consider results under the laws, regulations, agreements, and policies that govern the employer and the role. There is no universal set of checks or lookback period established by this guidance. Get jurisdiction-specific legal advice when deciding what information to collect, how to evaluate it, and how long to retain it.
2. Make security expectations part of onboarding
Train new hires on the organizational policies and security procedures they are expected to follow. CISA also identifies conduct-related training as a possible onboarding practice. Build the orientation around the employee’s actual work and the information they will handle.
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- Explain acceptable use, confidentiality, and how to handle sensitive information.
- Show employees how to report a suspected security incident or policy concern.
- Explain how to request access when responsibilities change, rather than encouraging workarounds.
- Record required training and acknowledgments in the onboarding record.
The cited guidance does not prescribe a particular curriculum or training duration; tailor both to the role and the organization’s policies.
3. Approve access according to job duties
Before provisioning accounts, identify the systems and data the role actually requires. Have the manager or data owner approve each request, and record the role, business need, and approval. This makes later access reviews more meaningful: reviewers can compare current permissions with the reason they were granted.
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Use defined roles where practical and follow least privilege: give employees only the permissions needed for their assigned tasks. Create individual accounts, and avoid standing administrator privileges for ordinary work. CISA and NIST materials support access control, account review, and limiting permissions to what duties require. See CISA’s Enhanced Visibility and Hardening Guidance for Communications Infrastructure, the Insider Risk Management Program Evaluation crosswalk, and NIST’s Security and Privacy Controls for Information Systems and Organizations (SP 800-53 Rev. 5).
4. Protect accounts with strong authentication
Require multifactor authentication (MFA) for company accounts, selecting methods appropriate to the risk. CISA recommends phishing-resistant MFA for accounts that access company systems, networks, and applications in its communications infrastructure guidance linked above. Prioritize phishing-resistant methods for sensitive or privileged access where feasible and compatible with the organization’s identity provider and enrollment policy.
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A FIDO2 security key is one possible implementation, not a requirement established by the cited CISA recommendation. Check identity-provider compatibility and plan enrollment and account recovery before rollout. A security key strengthens authentication; it does not replace careful access approval, training, or ongoing review.
5. Coordinate HR, IT, security, and managers
Give each function a defined part in the process: HR handles personnel steps and applicable screening procedures; managers explain job duties and approve business need; IT provisions accounts and permissions; security defines controls, training, and escalation routes. Document who owns each step and how concerns or exceptions are raised.
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CISA describes insider-risk management as a multidisciplinary effort and highlights HR’s perspective on personnel patterns and trends. Its HR’s Role in Preventing Insider Threats Fact Sheet can help organizations clarify that role. CISA’s crosswalk also maps practices across areas such as access control, personnel security, training, logging, and privacy.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.6. Review access as work evolves
Onboarding is not the last time to check permissions. During the first weeks, confirm that the employee’s actual responsibilities match the access granted. Repeat account and permission reviews periodically, and revisit access when duties change. Remove permissions that are no longer needed, and document the review and any changes.
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Monitoring can be part of a security program, but it should be authorized, proportionate, and consistent with privacy obligations, employment requirements, and workforce agreements. CISA’s program-evaluation crosswalk connects personnel monitoring controls with privacy responsibilities; it is a framework aid, not blanket authority to monitor employees.
7. Make the process repeatable
Turn the controls into a documented workflow so that onboarding does not depend on informal handoffs. CISA’s Insider Threat Mitigation Resources and Tools and program-evaluation crosswalk provide resources for building and assessing a program.
- Before access: define role exposure, apply the relevant screening policy, identify required training, and obtain documented access approval.
- At account setup: create an individual account, assign approved role-based permissions, and enroll the employee in appropriate MFA.
- At orientation: explain security policies, safe data handling, acceptable conduct, and reporting channels; record completion.
- After onboarding: check that access matches actual work, review permissions periodically, and update them when responsibilities change.
Organizations differ in size, systems, jurisdiction, and workforce agreements, so the precise controls and monitoring practices must be tailored. CISA’s 2024 HR fact sheet says insider-threat losses “could cost millions annually,” depending on organization type and size; it does not provide a study or methodology for a universal estimate. Use that as a qualified warning, not a measured prediction for a particular company.
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