Secure Team Password Management

TL;DR

Sharing passwords directly is risky. Use a password manager designed for teams to securely store and share credentials with controlled access. Avoid email, chat apps, or spreadsheets.

1. Why Direct Sharing Fails

Directly sharing passwords (via email, messaging, sticky notes, etc.) creates several problems:

• Security Risks: Passwords can be intercepted, leaked, or forgotten.
• Lack of Control: You don’t know who has access to a shared password and if it’s been changed.
• Audit Trail Issues: No record of who accessed what when.
• Compliance Problems: Many regulations require secure password management.

2. Password Manager Options

Choose a reputable team password manager. Here are some popular choices:

• 1Password Business: Feature-rich, strong security, good for larger teams.
• LastPass Teams: Widely used, affordable, integrates with many apps.
• Bitwarden Teams: Open-source option, excellent value, self-hosting available.
• Keeper Business: Strong security features, compliance focused.

Consider factors like:

• Cost: Per user/month pricing varies significantly.
• Features: Two-factor authentication (2FA), secure notes, emergency access.
• Integration: Compatibility with apps your team uses.
• Ease of Use: A simple interface encourages adoption.

3. Setting Up Your Password Manager

1. Create an Account: Sign up for a team account on your chosen platform.
2. Add Users: Invite team members to join the account. Control access levels (e.g., admin, user).
3. Enable Two-Factor Authentication (2FA): This adds an extra layer of security. Most managers support authenticator apps like Google Authenticator or Authy.

4. Securely Storing Passwords

1. Generate Strong Passwords: Use the password manager’s built-in generator to create unique, complex passwords for each account. Avoid reusing passwords.
2. Store Credentials: Save usernames and passwords directly into the password manager.
3. Organise Folders/Teams: Create folders or teams within the manager to group related credentials (e.g., ‘Marketing Tools’, ‘Finance Accounts’).

5. Sharing Passwords Safely

Instead of sharing passwords directly, share access to the password entry:

1. Grant Access: Select the specific team members who need access to a particular credential.
2. Revoke Access: When someone leaves the team or no longer needs access, immediately revoke their permissions.
3. Avoid ‘Master Password’ Sharing: Never share the master password for the password manager itself!

6. Best Practices

• Regular Audits: Review user access and passwords periodically to ensure security.
• Password Rotation: Change important passwords regularly (e.g., every 90 days). The password manager can help with this.
• Educate Your Team: Train team members on secure password practices and the proper use of the password manager.
• Monitor for Breaches: Some managers offer breach monitoring to alert you if a saved credential has been compromised.

7. What NOT To Do

• Don’t Use Email or Chat Apps: These are insecure channels for password sharing.
• Avoid Spreadsheets: Unencrypted spreadsheets are easily hacked.
• Never Store Passwords in Plain Text: This includes documents, notes, or code comments.