Not sure where to start with password security? You’re not alone.
The best practices seem to change daily. As do the threat vectors. And it’s a constant struggle to stop users from storing credentials on sticky notes or using their kid’s name for every single password.
That’s where this guide comes in. We’ve outlined the four simple steps you can take to strengthen your company’s password security — minus the headache.
Whether you’re building a new password security strategy from scratch or refreshing outdated practices, this checklist outlines exactly what you need to do to protect your company and users, without overcomplicating the process.
Step 1. Enforce password best practices across the organization
Asking employees to create strong, unique passwords for every tool they use might sound like a productivity killer. But it’s one of the most effective ways to protect your organization from bad actors.
Here are the top password best practices to follow and enforce:
- Use a mix of uppercase and lowercase letters, numbers, and symbols. This makes passwords harder to guess. Those simple “CompanyName123” passwords? They’re the first ones hackers try.
- Never store passwords in browsers, spreadsheets or sticky notes. These offer zero protection when a device is lost, stolen or infected with malware.
- Regularly rotate high-level credentials. Changing your admin passwords regularly helps minimize the impact of data breaches or insider threats.
Step 2. Require multi-factor authentication (MFA)
No matter how many password best practices you follow, sometimes hackers find a way in. When that happens, multi-factor authentication has your back.
Here’s how it works: MFA requires users to verify their identity using two or more types of credentials: something they know (like a password), something they have (like a phone or hardware key) or something that’s unique to them (like a fingerprint).
MFA is now a requirement under regulations like the FTC Safeguards Rule, which applies to financial institutions, automotive lending agencies, and other businesses that handle sensitive consumer data.
It’s also a critical security control in industries with strong compliance regulations — including HIPAA for healthcare and FERPA for education. Government agencies and utilities also typically have to follow strict cybersecurity frameworks.
Even if you’re not in a regulated industry or handling protected data, enforcing MFA is an easy way to prevent unauthorized access.
Step 3. Eliminate password reuse and stop credential stuffing
Reusing passwords across accounts is one of the most common — and dangerous — mistakes employees make.
If a hacker guesses the credentials to one system, they immediately try the exact same username and password combo on other platforms.
To stop this so-called credential stuffing, you need to enforce unique passwords across all accounts and, ideally, automate the process of generating and storing them securely.
Step 4. Use a password manager built for how your organization works
We know what you’re thinking. “These steps sound like a ton of work!” And you’re right — they are if you have to implement, enforce, and manage them on your own.
That’s where a great password manager comes in. Sure, there are plenty of consumer-focused password managers out there. But they won’t work for IT teams that have to manage hundreds of users across multiple departments.
Enter CyberFOX’s Password Boss. We make it easy to keep your company’s credentials safe and accessible, while enforcing all of the password security and compliance best practices.
How Password Boss makes password security simple and scalable
Password Boss is designed to help IT teams roll out strong, secure password policies with ease.
Here’s how we make your life easier:
- Fewer support tickets. Password Boss automatically fills in and saves credentials, so users spend less time typing passwords and bugging your team with reset requests.
- Enterprise-grade encryption with zero-knowledge architecture. Password Boss uses multiple layers of Fort Knox-level security, including AES-256 encryption and PBKDF2. This ensures no unencrypted data is sent between users or stored on our servers.
- Role-based access controls and secure password sharing. Eliminate risky password sharing via email or chat and ensure users only access what they need, when they need it.
- Built-in dark web monitoring with real-time alerts. We automatically scan breach dumps for your credentials, giving you time to reset compromised passwords before hackers get their paws on them.
- Multi-tenant management for internal IT teams. Save hours each week by managing all your users or departments from a single dashboard instead of juggling multiple login screens.
- Compliance support for FTC, IRS, HIPAA requirements, and more. Automatically meet password-related compliance requirements with built-in controls and detailed audit logs to satisfy regulators.
Don’t wait until a breach or audit forces your hand
You can keep your organization safe and compliant — but only if you take action now.
Review your current policy. Find the gaps. Then let us help you close them.
Ready to protect your organization without slowing it down? Get a demo of Password Boss today to see how easy it is to enforce password security and compliance best practices across your entire organization.