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How should I manage my passwords?

• Do you currently use a post-it note under your keyboard or in your top drawer to store your password(s)?
• Is there a spreadsheet of passwords for all your sites someplace on your computer?
• Have you used the same password over and over on all the sites you visit?

These are all huge security risks for your business. Just think for a moment what would happen if someone gained access to your passwords. What would be affected? Your business bank account, your personal bank account, your company software, your tax returns…. On and on….

Note: If you want an even scarier perspective, have your IT provider do a Dark Web Scan on your company and see what is actually on the Dark Web as far as your passwords and access to your systems.

There are so many sites that require passwords and they should all be difficult and different.

So what are you supposed to do?

Well, recently there are several services that can help depending on your situation.

Businesses without Managed Services or IT:

If you are a small company and don’t have an IT or Managed Services provider one of the best options on the market is LastPass.

LastPass is an encrypted vault that will remember all your passwords for all your sites. It will help you create difficult and different passwords and you don’t have to remember them! You just
have to remember one password and that is the password to login to LastPass.

Note: you should change this password on a regular basis and not store it on a post-it note!

LastPass has free and several levels of paid subscriptions, either way is good depending on your level of need. If you want multifactor authentication or have multiple users the paid-for versions are only a few dollars per month. Here is a link to their plans and pricing: lastPass

Businesses with Managed Services or IT:

If you do have an IT company or Managed Service Provider, there are several alternatives. The one we have found to be best is PassPortal. PassPortal allows the provider to supply you with an encrypted space for you and your employees to store your passwords in a vault but adds the benefit of the provider being able to manage your account. Locking out users that are no longer employees, changing passwords across the company, auto-expiring passwords so that users are forced to change on a regular basis, and meeting compliance requirements.

No matter which way you choose to go, choose a better solution than that spreadsheet!

If you want more information about password safes, or any other IT need, please feel free to contact me directly via email or checkout our website at


Greg Durnan is the Owner/President of AcaciaIT and very active in the business community of Southern Arizona. One of the founding members of the Greater Vail Area Chamber of Commerce and Chairman of the Oro Valley Chamber of Commerce he is very concerned about the needs of businesses in Arizona. He also strives to educate clients on Computer and Network Security through Lunch and Learns, articles, and webinars.

On the weekends he enjoys spending time with his wife and son at their ranch in Vail and working with horses.