Separation of Duties in Information Technology

Traditionally, separation of duties in information technology is a vital technique in internal controls. It does not only help in the smoothening of company operations but is also key in eliminating potential threats that may accrue a company (Coleman, 2016). In this case, system and network administration are two professions closely related to each other such that individuals holding the titles in an organization can easily overlap functions. Even so, despite having overlapping job requirements, the two remain distinct and it is only in a few organizations where the functionalities can be merged under one (Morgan, 2016). Mostly in medium and small sized organizations. However, in large organizations, the preference is to have the two roles distinguished and assigned to two different individuals with the respective job titles. This is going to be the key focus of this paper, that is, to explore why organizations prefer distinguishing network and system administration as two unique roles. To achieve this, the paper is going to provide an in depth look at each of the roles independently succeeded by some of the reasons why companies prefer having the roles distinguished.

Network administration

Network administrators are individuals who are primarily concerned with the supervision and ensuring the smooth functioning of organization computer networks (Morgan, 2016). They are the key forces behind network modification, performance monitoring, network diagnosis and other network related tasks ensuring that the network meets user needs. However, for network infrastructure design and implementation, Network system engineers have to come into play. The key job roles for a network administrator include: installation of network and computer systems, performing upgrades, repairs, and maintenance tasks on computer and network systems (Morgan, 2016). The network administrator is also in charge of diagnosis and problem resolution with the network software and hardware systems. Network examination and performance enhancement also falls under the jurisdiction of their job requirements.

In small organizations, their roles can range from firewall configuration, sever maintenance, website administration, systems maintenance to other non-network related tasks like IT helpdesk support and data backups for the organizations. Consequently, for any network administrator, lifelong-learning of technology trends, proper time management, critical and analytical thinking are the key skills to go by for a successful career (Morgan, 2016).

System Administration

A system administrator is primarily responsible for the maintenance, configuration and ensuring smooth operations of computer systems in an organization particularly multi-user computer systems like network servers. It is upon the network administrator to see that the performance, uptime, security and the resources of the computers under their management fully meet the requirements of their users ("What is a Network Administrator vs. a System Administrator?", 2016). To meet these requirements, the system administrator is required to conduct acquisitions, upgrades and installations of computer software. They also ought to maintain security policies, provide routine custom automations, troubleshoot and solve problems pertaining to computer system usage. Also under their roles is training, supervision and provision of technical support to staff with regards to the usage of the systems under their sphere of management.

Other key roles of system administrators in organizations include addition, configuration and deletion of old systems, ensuring smooth network functionality, documentation of system configurations, ensuring system’s security, troubleshooting reported system errors and performing custom system audits. They are also charged with the integration of new technologies into existing computer environments, responding to technical concerns from users and management of user information. However, in big organizations, these tasks may be subdivided and allocated to other groups within the organization like network administrator. For a system administrator, the key skills required for a successful profession are problem solving, strong knowledge in computer security, troubleshooting and software development knowledge ("What is a Network Administrator vs. a System Administrator?", 2016).

Why network and system administration are distinguished by companies

The first most apparent reason why companies distinguish network administration from system administration is due to the nature and load of work the two job functionalities entail. Even though the requirements can be effectively met by either a network or system admin, merging both roles under one may prove detrimental for a large organization (Morgan, 2016). Take an instance of Microsoft where the number of computers almost outnumber employees while the computer systems in use are as many as one can count. Apparently, putting all the job requirements for both network and system administration under either of the group is just as hazardous as it sounds. This implies that either of the team will be having to maintain the network, oversee all the systems functions, provide user support, acquire new technology, train users and carry out all the tasks discussed above. Well, this may not be good for efficient and smooth running of the organization as well as economic viability. Consequently, to ensure efficient operations, most large organizations definitely opt to having both network and system administration teams put to task in their premises.

Companies also distinguish network from system administration as a tool for enhancing data security (Coleman, 2016). In most cases in large organizations, only network administrators are authorized to view information shared over networks and to have network security configuration details. On the other hand, it is only the system administrators who can be in possession of software security details. This not only helps in spreading security risks but also aids in creating security layers essential in solidifying the security of the organization. It also helps in avoiding confusion where the system administrators might end up utilizing the network security detail on computer systems under their management (Coleman, 2016). This is also essential in facilitating information Technology security audits where the respondents are distinct and any information pertaining to the organization’s data security can be easily retrieved.

Another key reason why companies consider distinguishing between network and system administration is to minimize and spread risks as well as smoothening management tasks. Having all these tasks crowded under one team can compromise the level of accountability of the employees in the respective teams (Coleman, 2016). Take an instance where both network and system administration tasks are bestowed on the network administrator. The risks of network and system failure are all on his/her shoulders and with the quantity of work, something can easily go wrong either way thereby crippling the core functionalities of the organization. Consequently, to stay relatively safe from such situations, organizations consider having network and system administration distinguished such that if anything goes wrong in either the network or computers systems, there is a right person to be accountable. This also helps in minimizing the risks that might be associated with work overloads on a single person (Coleman, 2016).

Finally, companies also distinguish between network and system administration roles in order to strike balance between the two roles. This ensures that responsibilities are assigned to individuals in a manner that checks and balances within the system is achieved as a way of curtailing the possibilities of fraud and unauthorized access to company information. Above all, the key goal behind this differentiation is to smoothen internal controls and to ensure a smooth running of organization core functionalities (Coleman, 2016). It is also essential in minimizing running costs and curtailing conflicts of interests on the individuals assigned to these roles.

Even so, some of the overlapping roles between system and network administration include: computer systems configuration, network servers maintenance, provision of technical user support, general systems maintenance and security enforcement on computer systems. In cloud computing environments, core system functionalities depend on the network and the network is dependent on the systems for efficient functionality. As a result, organizations ae gradually considering merging the roles of network and system administrators into a hybrid role where a single individual can be vested with the responsibilities (Morgan, 2016). This way, operations efficiency can be achieved with immense flexibility and strength on the organizations.

In a nutshell, even though their duties highly overlap, most large organizations opt to creating a distinction between the two roles as a way of enhancing the efficiency of their operations, internal controls, prevention of fraud, conflicts of interests and as away of enhancing data security. However, in small organizations and enterprises where cloud computing has taken root, these roles are merged into a hybrid role where either the network or system administrator can undertake both with utmost efficiency.