Passwords are such a pain to manage. On average, a business or trade will access over 20 systems including personal data, emails, calendars, appointment systems, supplier websites, online stores and more. Storing these passwords so that they’re accessible when you need them (often quickly) can lead to some security issues.
The little black book, list in Notes on your smartphone or a spreadsheet all present their own risks when it comes to managing them. Books get left in places, phones are often left unlocked and spreadsheets are just a pain to manage, store securely and access when you need them most.
Often, the simple answer is to use the same memorable password for everything. But, this has other issues, such that if it’s compromised, then you’re left with the headache of changing it for every system.
This is an easy win when getting ready for GDPR Compliance
Using password management software can bring a number of benefits for you and your team :
No need to remember your passwords : They’re stored securely for you on the cloud. Use a trusted platform to ensure that data’s safe. Do your research or check out my recommendations below.
Auto populates your login screens : The good password management tools will offer an auto-login feature if you enable an extension in your browser. This means that the tool will recognise the site you’re visiting and fill out the sign in fields for you. Quick, secure and easy.
Passwords are much stronger : Use the password generator features in the tools to generate strong passwords. These are usually over 8 characters, contain capitals, numeric and special characters. I find that you can generate strong passwords for general systems without using special characters. Often, making them “pronounceable” helps if it’s a password you use regularly. Not recommended for highly secure platforms such as your banking or finances.
Share with your team : Sending passwords by email or text isn’t the ideal way to share a password. If the message is compromised, then so is the password. With password management tools, you can share the information securely and revoke if circumstances change.
Use Touch ID and Face ID on your smartphones : When I worked in BT Data Centres, we had eye recognition for entry into the data halls. This felt like the future, although the reference to an eyeball extraction in “Demolition Man” always seemed to bring out a loophole. Biometric security on your smartphone is a super-cheap way of implementing strong security. Most secure apps now support these features, so use them whenever available.
Be ready for GDPR
Getting your business ready for GDPR shouldn’t be complex. Having the right systems in place can really help. Start with the simple wins.