Single Source of Truth (SSOT)
In today’s data-driven world, accurate and efficient information management is essential. This is especially true for Identity and Access Management (IAM). For an IAM solution to be truly effective, it must operate on accurate, up-to-date data. Inaccurate or outdated data can lead to security risks and compliance issues, as well as delays and errors in user and access management. By using a single source of truth for all identity data, you ensure that every decision is based on the same reliable, up-to-date information.
What is a Single Source of Truth?
A Single Source of Truth (SSOT) is a centralized, reliable data source that maintains consistent, accurate, and up-to-date information, which is essential for streamlining user and authorization management processes in IAM. The terms Single Source of Truth and system of record are often used interchangeably because both emphasize the importance of a single, central, reliable source for managing data in business processes. Within our Identity and Access Management context, we therefore use the following definition: "A Single Source of Truth (SSOT), also called a system of record, refers to a centralized and reliable data source where data and documents are recorded once, so they are consistent, accurate, and up-to-date for reuse in business processes through specific systems."
SSOT and IAM
SSOT is critical for efficient management of identities, users, and permissions. Imagine an organization with numerous systems and applications, each holding its own identity data. Conflicting information about users can easily arise. For example, an employee’s job title may be updated in one system but not in another. This leads to confusion and risk. A user might gain access to sensitive data they are not authorized to access. Or a legitimate user may be unable to access critical applications.
By implementing SSOT, an organization ensures that all relevant identity data is available in a single, accurate, and current source system. The IAM solution always has a consistent view of users, roles, and permissions. If something changes in the Single Source of Truth (SSOT), the IAM software synchronizes this change to other applications. If a data point is incorrect somewhere, you only need to correct it in the designated SSOT. This approach reduces the risk of errors, simplifies access management, and improves security.
Although the term "implementing" may sound heavy, most organizations already have an SSOT in their HR system. HR systems contain critical information about employees and their roles, making them a logical choice as the source system. It is also important to enter or update employee data correctly and on time, as payroll depends on it. Late entry results in no salary, and failing to remove a record after departure leads to an overpayment. This usually means nothing needs to change in the HR department’s workflow. The HR system only needs to be officially recognized as the single source of truth.
Multiple Sources of Truth
The term "Single Source of Truth" implies a single central source of truth. In practice, however, organizations can have multiple SSOTs for their Identity and Access Management. This is because different user groups are often managed in separate systems of record. Each system of record then serves as an SSOT for that specific group.
Consider an educational institution. In addition to the HR system, which contains employee identity data, there is a Student Information System (SIS) that manages student data. These two systems are separate SSOTs for their own user groups. Both are important for effective IAM within the institution.
We see a similar scenario in healthcare organizations. Alongside the HR system for employees, the scheduling system manages the relationship between providers and clients. Both systems of record are separate SSOTs with their own responsibilities.
In these situations, it is important to integrate the different systems of record properly within your IAM solution. This ensures that all users are authenticated and authorized correctly using the most up-to-date, reliable information.
Single Source of Truth in HelloID
HelloID is a powerful IAM solution that integrates with virtually any Single Source of Truth. This simplifies access management and streamlines user authentication and authorization. With a library of 200+ connectors, HelloID supports a wide range of systems of record. This includes HRM, SIS, and scheduling systems, as well as custom applications with an API or SQL interface.
By using these connectors, HelloID ensures seamless synchronization of digital identities. Discover how you can improve your IAM processes with HelloID’s flexibility and extensive connector library. Request a demo today or explore our website!