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As the Internet has become more and more important, most of us have developed a long list of passwords associated with various online activities in our personal and professional lives. But unfortunately, password security and storage – I’ll call it password hygiene – is often neglected. Here’s a quick look at what you can do to improve your password hygiene.
Most businesses have passwords for everything from domain name registrations to social media accounts to online vendors. The problems associated with this are obvious:
“The 10,000 most common user passwords represent 99.8% of ALL passwords.”
Would you believe the most common password by far is “password”? It’s true. Author Mark Burnett has researched the question extensively, even creating a word cloud illustrating the most common passwords.
Most of us know better than to create a password like “123456,” “qwerty” and so forth, but when creating a password you should:
Of course, the problem then becomes remembering multiple complicated passwords, or finding a secure way to store them (which isn’t, for example, in a Microsoft Excel spreadsheet on your desktop, or on a piece of paper in a file). That’s where a password management solution is a lifesaver.
There are a variety of password management solutions available, including software and cloud-based solutions. With software, you simply download and install it in a way that anyone who needs access to passwords can get to it, such as on your server. The software then allows you to fill in multiple accounts and the usernames/passwords associated with them, or even multiple passwords associated with certain topics or categories – in other words, several layers of organization are possible. There’s generally a section for notes, so that any relevant information that doesn’t fit into a field can be added. Finally, many forms of this software include a random password generator.
To access the password management solution and the encrypted passwords it stores, employees need just one master password – from there, they can copy and paste usernames and passwords when they’re working with a given account.
There are a wide variety of password management solutions available — Prime Design Solutions uses Password Safe, a software solution that is free, open-source, and Windows-based. Other top solutions include KeePassX, Dashlane, and 1Password.
If your company’s password hygiene is less than stellar, cleaning up the mess can seem pretty overwhelming. This particular project is easy to procrastinate, because it’s not generally a crisis! But as with any major organizational project, a step-by-step approach is the best way to tackle it. Here’s how:
1. Identify a password management tool and implement it. The hotlinks in the previous section should give you the information you need to identify a tool that meets your needs. Things to consider include your operating system (Windows or Mac?), whether you prefer a locally-hosted software or cloud-based solution, and the level of encryption (experts recommend at least 256-bit encryption protocols).
2. Make a list of all the online accounts that have usernames/passwords associated with them. These can include but are not limited to:
3. Fill in what you know, and as you go along change passwords that are too simple or repeated across accounts. Generate new passwords using a random password generator like Norton’s, or your password management software may have a generator built in. If this seems overwhelming, set a modest goal — say, one account per week, and try and stick to it.
4. Change email addresses associated with each account to an “info@yourcompany.com” address. This makes things easier in case of a personnel change — instead of having to change both the email and the password if an employee leaves or is terminated, you only have to change the password.
5. Enlist other employees in the project. Ask your employees to create entries in the password management system for any online vendors or other accounts they might use exclusively, and change email addresses/passwords associated with these accounts as they go along.
6. Identify the holes, and work to fill them. Compare your original list and the list you’ve accumulated in your password management tool. Play detective and fill in the holes, enlisting others as needed.
7. Educate employees in how to use the password management system. This includes creating new entries anytime a new online account is opened.
By Shelley Johansson. Read about Shelley on our Meet Our Staff page.Check out INNOVATIVE TOMATO, our sister company that specializes in digital advertising, mobile app development, and video & motion graphics.