Fable
The accounting house that issues keys by role
The troupe leader handed out keys by role to the accountant, the costume master, and the martial arts master, so each person only touched the trunks and cages they were responsible for; the troupe was still small, and this division of labor was very clear.
New people kept joining, and requests to temporarily borrow keys piled up on the manager's desk. When things got busy, someone took the wrong permission; authorization began to be passed on by memory.
The troupe leader gave a trusted person a master key. There were fewer inquiries backstage, but the boundaries of responsibility were erased along with them, and hidden overreach quietly accumulated.
The old craftsman drew the relationship between positions and boxes, recorded applications, approvals, usage, and returns item by item, and confirmed when each responsibility obtained which permission.
Later he cut keys by role: the accountant managed the silver chest, the costume maker managed the stage costumes, the martial artist took props, and temporary stand-ins received only what they needed for the day. This step was troublesome and at first even slowed the work; but after several rounds, there was less rework, and the masters no longer changed the rules on a whim. Everyone finally saw that permissions should therefore be granted, audited and promptly revoked as roles and temporary duties change.
Role cards change with positions, and permission reviews and revocation now have a clear basis.
If the person changes, you only need to swap their role badge, and the keys naturally change with it. From then on, many permissions were grouped by responsibility first, so management would not be dragged down by every person's temporary requests.