How to send logins and passwords securely?
In your company, you probably use a variety of tricks to save and share your passwords.
The problem is, they often get forgotten or expire.
What can you do about it?
And when it comes to sharing data with other employees, it can be a risky business, compromising the security of your company’s data.
Let’s take a look at some good password-sharing techniques to keep your business safe.
Article updated on 07-12-2023
Password sharing: techniques to avoid
When it comes to sharing passwords, there are still certain methods used by companies.
To ensure maximum security, it’s imperative to keep up with the times.
Here is a non-exhaustive list of dubious practices that should be avoided at all costs:
Sharing passwords orally
Many people still exchange passwords when they’re in the office.
Even if this doesn’t leave as much of a trace as a written exchange, it’s not an ideal method, and no longer really modern with the means available today.
Orally, what should be avoided above all are password exchanges by telephone.
In fact, if the level of security of your telephone devices is not adequate, this can have a detrimental effect on the security of your data.
Sharing by post
Fortunately, a little-used recourse is to share this data by post.
This is the case when you order a bank card, for example.
You receive the code in a separate letter for added security.
Even if the documents can be destroyed, this leaves a trace and the mail can be intercepted.
This is an unnecessary risk, all the more so in a world where we constantly live in the immediate moment.
So, if you need a password quickly, postal mail is not the way to go.
SMS sharing
Sending passwords by SMS is forbidden.
You have no control over the security of your devices.
Above all, what you must avoid is sending the user name and the associated password in the same SMS, or one after the other.
If your device is hacked, spied on or simply stolen, your data is no longer secure and could be hacked.
Sharing by email
Exchanging passwords by e-mail can be very dangerous, especially if your e-mails are not encrypted.
Even though there is a lot of software available for encrypting e-mails, it’s best not to use this type of procedure.
Emails can be falsified, making you think it’s a colleague asking you for a password or sensitive data, when in reality there’s a trap behind it: phishing.
Other“classic” techniques
- The post-it note stuck to the screen or keyboard;
- .TXT file on desktop with username and password ;
- use a single password for all your accounts, whether private or professional.
Password sharing: the best method
👉 Use a password manager
The most effective solution for secure password sharing is to use a password manager.
At Infologo, we offer several tools.
KeePass
KeePass is a local solution, installed on a workstation and protected by a master password.
There are no granular rights or sharing options.
This tool does, however, offer random password creation and auto-completion.
Its advantage Open source: no entity seeks to make a profit with it, so it’s free.
Keeper
Keeper is a Cloud solution, accessible via the Internet.
It enables long-term sharing by attributing a right to the recipient.
But it’s also possible to create time-limited shares that users can set themselves.
Infologo manages the licenses and creates the Tenant for the customer.
We add and remove users, but we also appoint an administrator who is part of the (client) company.
kPaste d’Infomaniak
A free service for transferring sensitive information securely using encryption.
Find out more about kPaste and its benefits in our dedicated article .
Dashlane
Dashlane is another well-known and widely-used password manager. Find out more about our comparison of these two latest tools.
🚨 If you are not yet using a password manager, please note the following two points:
- Always send the login via a 1st channel (e.g. chat);
- Then send the password via a 2nd different channel (e.g. e-mail) using Kpaste.
With Kpaste, you’re always in total control:
- Encrypt your content without software
- Set the validity period of your message
- You delete your message after reading it.
- Your message is password-protected.
In short, Kpaste is a secure way of encrypting and transmitting data if you don’t use a password manager, for example.
What’s more, it’s a completely free service from Infomaniak.
🚨Another important tip: the complexity complexity of passwords (12 characters minimum, upper case, lower case and special characters).
This is really important to determine unique and secure passwords.
Another advantage of password managers is their ability to generate unique, complex passwords.
Train your staff in password management
At Infologo, we offer training courses to help your employees learn how to use and share passwords within your company.
This 1-hour course is open to all employees who wish to take it with one of our password management experts.
Simple, intuitive training to avoid bad practices.
Make a request and we’ll get back to you as soon as possible to discuss your needs.
As an IT service provider with expertise in security, we make sure we surround ourselves with trusted partners.
IT security is one of our top priorities, both internally and for our customers.
Discover the benefits of using a password manager for your business 👇
