What is secure password sharing?
Any organization with a strong network deals with numerous business passwords to manage the various resources supporting its daily operations. The true danger lies in the area where real power resides, as business-critical passwords are often targeted by hackers and malicious insiders. Despite the frequent data breaches caused by careless password management, many organizations still don't take passwords seriously and ignore their employees' unsecure password-sharing habits.
Zoho Vault offers a solution to this problem by providing a secure encrypted vault for each employee. It can store both enterprise and personal passwords. IT admins can determine who can access which passwords, implementing least-privilege and role-based access by only allowing authorized users to access certain passwords.
Why do common password-sharing methods put your business at risk?
Many companies rely on unsafe methods like spreadsheets, text files, emails, chat applications, and even sticky notes to share passwords. This practice exposes them to a high risk of data breaches. Emails and chat messages can be easily intercepted by hackers, while spreadsheets and text files lack encryption, leaving passwords vulnerable.
Considering that weak or compromised passwords are the root cause of more than 80% of data breaches, it's critical for businesses to adopt secure password management solutions. These solutions ensure that users create strong passwords, store them securely, and share them with authorized users in a controlled manner.
Avoid these common password-sharing mistakes
Write them down in plain sight
Keeping track of passwords has become more challenging with the increase in remote work and the number of online accounts we have. Resorting to insecure methods like writing them down on paper leaves them susceptible to shoulder surfing.
Share through email
Sharing passwords via email is unsecure as the sensitive information transmitted through email accounts is a top priority for hackers. This makes passwords vulnerable to theft through methods like phishing attacks. If a breach occurs, the unencrypted credentials shared over email can be easily discovered.
Share through text message
Across the globe, text messages are sent at a rate of over 270,000 per second, but they're not the most secure method for sharing passwords. Similar to emails, text messages lack encryption, and many users save these messages for later reference, creating another point of potential exposure.
Share through spreadsheets
Spreadsheets offer convenience for local password storage, but lack accessibility across devices. While cloud-based spreadsheets or shared folders might seem like a solution for sharing passwords, they're not secure. These options often lack encryption and strong access controls, leaving your passwords vulnerable to anyone with a link.
Share using Slack
Businesses use online platforms such as Slack for instant collaboration and sharing of information. However, sharing passwords through these forums is not secure. Storing messages indefinitely allows large user groups to access them, increasing the risk of password exposure.
Browser-based password managers
Browser password managers like Chrome or Microsoft Edge aren't as secure or flexible as dedicated password managers like Zoho Vault, which offer cross-platform access through desktop and mobile apps. Zoho Vault also allows for secure storage of sensitive data beyond passwords and enables sharing with specific users.
Lose track of who has what password
Sharing passwords without proper controls increases the risk of unauthorized access and makes it difficult to track and update credentials. This can be inconvenient for personal use, but poses a major security threat for businesses when employees leave with active account credentials.
Simple, secure p@##w0rd sharing across teams
Centralized encrypted vault
Zoho Vault serves as a centralized, encrypted repository for storing business-critical identities like passwords, credit cards, keys, and documents. It allows administrators to manage password operations effectively on a large scale and uphold a cohesive enterprise infrastructure with strong encryption and access controls.
Bulk sharing
Organize your teams into groups to simplify sharing credentials within your company. Bulk sharing lets you distribute access to important information to entire teams or specific users quickly. You can even set custom permissions for each group, making sure everyone has what they need while keeping things secure.
Role-based access control
Secure access to shared credentials with request-release workflows. Admins can enforce least privilege by granting temporary permissions to critical passwords, tailored to each user role and specific needs. Providing access is crucial, but equally important is revoking it when it's no longer required. This ensures that users don't have more access than necessary, which may result in data breaches if not handled correctly.
Break-glass accounts
Maintain seamless business continuity with 24/7 access to critical passwords. Grant temporary access to trusted contacts during emergencies and terminate suspicious sessions for enhanced security.
Real-time audits and detailed reports
Keep track of all the activities happening in your organization's vault with our real-time audits and detailed visual reports. Set up notifications to get instant alerts via email for any important actions taken in your organization's vault. Stay informed about critical activities no matter where you are.
Password sharing? Do it the right way.
Curb harmful password sharing practices in your organization with Zoho Vault.