A shared account may remain active long after the project, mailbox, or vendor relationship that created it has ended. An administrative review can surface those accounts without turning a spreadsheet into an access-control system.
This routine is for evidence collection and coordination. Security, privacy, legal, and system owners must define the scope and authorize every access change.
Define the population first
Use the approved inventory and the organization's definition of inactivity. Record the system, account identifier, stated purpose, last-known owner, evidence date, and source. Do not collect passwords, recovery codes, or secrets in the review file.
If activity data is unavailable, classify the account as unable to verify. Do not label it inactive merely because nobody recognizes the name.
Route decisions to system owners
Assign each account to a named owner with a review deadline. The owner can confirm continued use, request investigation, approve a change, or accept documented risk under policy. An administrator records the response and follows up on silence.
Statuses can include identified, owner review, retained, change approved, unable to verify, and closed. Keep the approval evidence separate from proof that the technical change occurred.
Reconcile approvals with results
Compare authorized changes with system receipts. Look for failed updates, accounts with no owner, and retained access without a stated review date. Escalate unexpected activity or a suspected incident through the security process rather than investigating independently.
Report the denominator, outcomes, and unable-to-verify count. This review does not prove that an account was safe or compromised.
Close the administrative record
Close only when the owner decision and resulting system evidence are both present, or when an authorized owner accepts the unresolved item. PeptideStaff can coordinate this review under written procedures. The organization keeps all security and access authority.
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