Password Protection – How do you protect and manage the data that is safekeeping your proprietary information

Photo by elbisreverri Today, protection of proprietary information and personal data is mandatory.  Throughout your workday, you enter websites, programs and systems that require passwords to gain access – administration panels for web hosting and blogs, web-based emails and applications, data storage, newsfeeds, social networks and forums. 

Passwords are the gatekeeper of your critical business information.  What systems do you have in-place to protect and manage your passwords?  Are you able to remember each login and password to various sites and applications?  How quickly are you able to access a protected site or an account that you seldom access? 

Three systems to protect your passwords, logins, and account information:

 

1.  Databases

I maintain two separate collection portals or simple databases for passwords and account information.  I have used both systems for many years.

Excel Spreadsheet

Create a spreadsheet in Excel or similar spreadsheet software.  As you register for new accounts, enter the information into the spreadsheet.  When visiting sites previously established, add and update the login and account information.  Suggested category headings to include: 

• Site
• Login/Username
• Password
• Account #
• Security Question
• Security Answer
• Notes
• Date Established

 

 Outlook Contacts

Create a new Contact.  After registering for an online account or joining a new network, you should receive an email confirmation.  Drag the email to Outlook Contacts.  Outlook will open a new Contact and insert the email information into the Note section. 

Suggested sections to complete to help organize the information: 

• Company Name/Site - file by the site name for quick retrieval
• Webpage Address – direct and easy access to site
• Note Section – enter login, account, password and other pertinent information
• Categories – create related categories for sorting and searching [social networks, services, financial, personal]
• Private box - checked

A bonus with Outlook Contacts is that information can be synchronized the information to a Blackberry or other Pocket PC for quick access while outside the office.

2.  Software

There are several softwares [free or paid] that will manage your passwords and even fill-in information as you establish new accounts and sites.  Web-based software provides access from any computer. 

• Roboform [also has a utility to sync to a USB drive]
• Password Safe
• Password Vault
• Any Password
• Key Pass

• Passpack

3.  Print Databases

While I have heard many suggest that you should never print your password databases, I have a different view.  Today’s technology is always evolving, however it is not infallible.   Every business should establish a disaster recovery plan.  That plan should include a list of all accounts, registrations and PASSWORDS.  Never to jinx the juju, but what if you had to face a situation where you didn’t have access to the data files on your computer, either due to equipment failure, fire or natural disaster.    Would you be able to remember all the pertinent information? 

Print the information and place it in a secure location, either a fire-proof security box or safe.  An offsite location such as a safety deposit box is an ideal location.  Yes, it would be cumbersome to have to periodically replace the list to keep it update-to-date.  Is your business worth the extra time it would take to keep it and your information secure?

The Point 

Be diligent and redundant.  Taking just a few minutes to document each time you register a new account, application or website, should keep you from being frustrated when you need quick access to protected information.  The bonus, it may quite possibly prevent financial loss in the future.  Remember, no technology is infallible.  If you pick just two systems, you should have your bases covered and information safe!

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