Written By: Frank Saulsbery
THE LATEST THOUGHTS FROM THE FOUNDER
A running column from Frank Saulsbery. Not a sales pitch, just the way he’d explain it if you pulled up a stool next to him. Meet Frank →
A SNEAK PEEK…
“Here’s the simple truth, you own it all.”
Wait a minute…who actually has all of our passwords and documentation, and do we have access to them?”
That’s a very normal question, and honestly, it usually comes from a place of wanting control and peace of mind. You’ve built your business, you’re paying for the systems and services, so it makes sense to want to know where everything lives and how to access it if needed.
Here’s the simple truth, you own it all. Your hardware, your software, your accounts, your data, and even the documentation your IT provider creates for you. All of that belongs to your business, not the IT company.
That said, how access is handled day to day can look a little different than people expect. In most well-run environments, your IT provider keeps administrative passwords and detailed system documentation in a very secure, locked-down system, think of it like a vault. It’s there so they can do their job efficiently and safely when something needs to be fixed, updated, or maintained.
You may not actually need those high-level passwords on a daily basis. Things like the main server login, your Microsoft 365 admin account, or the master access to certain software are powerful. If used incorrectly or if they fall into the wrong hands, they can cause real damage.
So instead of handing those out freely, most IT providers limit access and control it tightly. It’s usually protected with extra layers of security, and only used when necessary. In practice, this works well and keeps things safer for everyone.
Now, there are exceptions. Occasionally, something comes up where access is needed temporarily. Maybe a vendor needs to connect to a system, or there’s a special request for a project. In those cases, access can be granted, used, and then locked back down.
Where things tend to get a little more sensitive is when a business decides to change IT providers or bring things in-house. That’s when the question of “getting everything back” becomes very real.
At that point, your IT company should provide your documentation, passwords, and system details in a secure way. There are a few different ways to do it, but the goal is always the same. Protect the information while making sure it’s fully transferred to you or your new provider.
And just to be open about it, there are times when an IT provider may be hesitant to hand over certain administrator credentials for ongoing use. Not because they’re trying to hold anything hostage, but because they may feel it creates too much risk if those credentials aren’t handled properly. In some cases, that can even lead to both sides agreeing it’s best to part ways. That might sound uncomfortable, but it’s actually a sign of honesty, a good IT partner should be thinking about risk just as much as convenience.
So what does all of this mean for your business? It means you should feel confident that what’s yours is truly yours. But it also means trusting your IT provider to manage sensitive access in a way that protects you, even if that means you’re not using those credentials every day.
If you’re unsure where you stand, a simple conversation can go a long way. Ask how your passwords are stored. Ask what would happen if you needed everything tomorrow. A good provider will be able to answer that clearly and without hesitation.
At the end of the day, the real question isn’t “Do I have every password in my pocket?” It’s “Do I know that my business could keep running if something changed?”
If you’re not completely sure, it might be worth taking a step back and getting clarity. Not because there’s a problem, but because having that understanding gives you one less thing to worry about.
That’s how I see it, anyway, and I’d enjoy hearing how you see it. None of this is a sales pitch. It’s just the kind of thing I’d talk through with you if we were sitting across the table. If it raised a question, or you think I have it wrong, I want to hear about it.
My door is always open. Whether you want to talk this through or just say hello, you can reach me anytime.
Network Solutions Unlimited is a generational managed IT services provider based in Decatur, Illinois, serving businesses and nonprofits with genuine support and decades of trusted relationships. Led by Baily Saulsbery and founded by her father Frank, we're not just your IT provider; we're your neighbors who happen to be really good at technology. Contact us today to experience IT support that actually cares.
