To help you stay in control of who's accessing your organization's computer
systems, TechRepublic has developed a sample computer account access form.
Having employees use this sample form to request computer access or changes to
their current access will let you keep a written record of exactly who is
requesting access for what systems. Once you've downloaded
and examined our sample form, you'll want to customize it to fit your
organization's needs.Why have a form?
This type of form serves several purposes. First, the form creates a clearly defined process through which employees can request the creation of new computer accounts or changes to existing accounts. Second, the form collects important employee information that you can use to track who has access to your computer systems. Third, the form forces employees to acknowledge that they have read, understood, and agreed to abide by your organization's computer use policy. The form also reminds the IT staff to contact the applicant once the application has been processed and the computer accounts have been created.
Form layout
| Figure A |
 |
| This form allows you to track requests for computer system access. |
TechRepublic's computer account access form, shown in Figure A, is divided into five sections:
- Employee Information—This section collects the employee's name, identification number, phone number, department, location, manager's name, manager's phone number, manager's signature, and the date and time the form was completed.
- Employment Status—In this section, employees are asked to indicate whether they work full-time, part-time, as a contractor, or as a temporary employee.
- Access Requested—This section allows employees to indicate which computer systems they need access to.
- Application's Signature—The section is important because it forces applicants to signify that they have read, understood, and agreed to abide by your organization's acceptable computer use policy. It also allows you to verify that the employee name on the form is the person actually making the request. This can be helpful for conducting computer misuse investigations.
- For Information Technology Services Use Only—Once the form has been processed, you'll want to ensure the end user is informed of the access changes in a timely manner. This section allows you to track whom within the IT department processed the application, when it was completed, and when the user was notified that the change was made.
Download TechRepublic's computer account access form
You can download our sample computer account access form by following this link or by clicking on the Downloads link in the navigation bar to the left of this page. TechRepublic has many useful documents, templates, and applications available for download, so be sure to check out our other offerings.
TechRepublic's computer account access form is available as both a Microsoft Word document and an Adobe PDF file. To increase download speed, we have zipped these files together into one file. You will need an unzip utility such as WinZip, PKZIP, or WinAce to expand the zipped file. You will also need Microsoft Word or the Adobe Acrobat Reader. You can download the free Adobe Acrobat Reader here.
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