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Solutions | 3 min read

Password Sharing Best Practices for Your Business

Alec Brown
Written by Alec Brown

Yikes! Over 24 billion passwords were exposed by hackers in 2022 alone. That’s why your business needs secure password sharing best practices that are designed to safeguard your accounts, data and other assets.

In this article, we’ll discuss strategies designed to protect your business from lurking cybersecurity threats. This will include:

By implementing proper protocols and using advanced tools, you can enhance your organization’s security and confidence in sharing passwords safely with your employees.

GET THE GUIDE: 7 Signs Your Computer's Been Hacked

The Importance of Password Managers

Password managers are tools that help individuals and businesses securely store and manage their passwords. They eliminate the need to remember multiple complex passwords by storing them in an encrypted vault. This not only makes it easier to access various accounts but also enhances security by generating strong, unique passwords for each service.

For businesses, password managers play a crucial role in securely sharing passwords with employees. Instead of manually sharing passwords via email or other insecure methods, businesses can use a password manager specifically designed for business use. This ensures that passwords are shared securely and can be easily managed and revoked if necessary.

Implementing Secure Password Sharing Protocols

When sharing passwords within a business, it's important to follow secure protocols to minimize the risk of unauthorized access. Here are some best practices for implementing secure password sharing protocols:

  1. Use a password manager designed for business use: Choose a password manager that offers features specifically tailored for sharing passwords within an organization. Look for features like role-based access control, password sharing permissions and activity logs.
  2. Create separate vaults for different work groups: Organize passwords by creating separate vaults for different teams or departments. This ensures that each team has access only to the passwords relevant to their work.
  3. Limit access permissions: Grant access to passwords on a need-to-know basis. Only provide access to employees who require it for their job responsibilities. Regularly review and update access permissions as employees join or leave the organization or change roles.
  4. Use strong master passwords: Encourage employees to set strong master passwords for their password manager accounts. A strong master password should be unique, complex and not easily guessable.

By implementing these secure password sharing protocols, businesses can minimize the risk of unauthorized access to their accounts and data.

Utilizing Encryption for Added Security

Encryption is a crucial aspect of password security. When sharing passwords within an organization, it's important to ensure that the passwords are encrypted both in transit and at rest. This prevents unauthorized individuals from intercepting or accessing the passwords.

Password managers use strong encryption algorithms to protect stored passwords. Look for a password manager that uses end-to-end encryption, where the encryption and decryption of passwords happen locally on the user's device. This ensures that even if the password manager's servers are compromised, the encrypted passwords remain secure.

Additionally, consider using password managers that offer features like zero-knowledge encryption, where only the user has the encryption key. This provides an extra layer of security, as even the password manager provider cannot access the decrypted passwords.

Enforcing Multi-Factor Authentication for Extra Protection

Multi-factor authentication (MFA) adds an extra layer of security to password-protected accounts. It requires users to provide two or more pieces of evidence to verify their identity. By enforcing MFA for accessing password manager accounts, businesses can further enhance the security of shared passwords.

When choosing a password manager for business use, look for options that support MFA. This could include methods like SMS codes, email verification, biometric authentication or hardware tokens. Enabling MFA ensures that even if an unauthorized individual obtains the master password, they still need additional verification factors to access the shared passwords.

It's important to educate employees about the importance of MFA and encourage them to enable it for their password manager accounts. Regularly remind employees to keep their MFA methods up to date and not to share them with others.

Training Employees on Password Security Best Practices

Properly training employees on password security best practices is essential for maintaining a secure password sharing environment within a business. Here are some key points to cover during employee training:

  1. Password hygiene: Teach employees about the importance of strong and unique passwords. Encourage them to create passwords that are at least 12 characters long, include a mix of uppercase and lowercase letters, numbers and special characters. Discourage the use of easily guessable passwords like birthdays or common words.
  2. Avoid password reuse: Emphasize the risks of password reuse across multiple accounts. Encourage employees to use a unique password for each service and explain how password managers can help them achieve this without the need to remember multiple passwords.
  3. Phishing awareness: Educate employees on how to identify and report phishing attempts. Phishing attacks are a common method used by hackers to obtain passwords and other sensitive information. Teach employees to be cautious of suspicious emails, links and attachments.
  4. Regular password updates: Remind employees to regularly update their passwords, especially for critical accounts. This helps prevent unauthorized access in case of a data breach or compromised passwords.

By providing comprehensive training on password security best practices, businesses can empower their employees to be proactive in maintaining a secure password sharing environment.

Complete, Proactive Cybersecurity Protection for Your Business

A layered, proactive approach to cybersecurity  is the best approach for today’s businesses. All businesses. Both large and small. Connect your workforce for secure collaboration – wherever they may be working.

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