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Organize your passwords to keep information safe
by
KJ McCorry
http://bcbr.datajoe.com/app/ecom/pub_article_details.php?id=86832
06/08/2007
Typically I see them on the monitor first and then crumpled up in the
back of the drawer. Sometimes they get scribbled on the side of a paper
calendar. These are usually where individuals seem to put the Post-it
notes with their coveted and secret username, passwords and access codes.
With so many sites requiring a login, we have to track multiple usernames,
access codes and passwords.
Although you try to stick to one password, many times the system will
force you to make up certain combinations of words and numbers. Then,
you have those Web sites that want you to change your password every
so often. Trying to remember all the usernames and passwords is virtually
impossible in today's Internet world.
You'll save a great deal of time by tracking usernames and passwords
in a consistent system. You won't have to search in the back of the drawer
every time you need to access a site. If possible, it is ideal to keep
your username and password information connected with the Web site address
or name of the system it accesses.
Here are some options for tracking username and password information:
- Electronic address book: Add Web site addresses associated
with companies and organizations in the URL/Web site field in your
address book or contact software, such as Outlook. Create a new contact
with the site name listed in the "Company" field. Most of
the URL/Web site fields are hyperlinked, so you can access that site
just by clicking the URL.
Use the notes/comments field to track your username and password. You
can also use the notes/comments field to record a short description of
the site or key data you've found there. With some address/contact software,
such as ACT!, you can customize fields and create separate designated
fields for username and password data.
Storing information in your electronic address book enables you to access
the site by name or category.
-
Special software: Splashdata (www.splashdata.com ) is the
producer of a specific software for handhelds called Splash ID. This
software will safely store personal identification information, such
as user names, passwords, account numbers, PINs, etc., on your handheld
and sync with your desktop computer. A free desktop software called
Passport Agent from www.moonsoftware.com not only organizes and stores
your passwords but also helps generate passwords. Password Manager
(www.mypasswordmanager.com) another desktop software is similar for
small one time fee of $25.
-
Separate file: If the Web site addresses you collect are
referenced by a particular topic, create a separate database or spreadsheet
to track them by category. Creating a separate document or database
and storing them in a password-protected electronic system is a good
way to keep usernames and login passwords private and secure from
access by others. Create fields or columns for the Web site address,
category, username, password and description. Depending on the program,
you can quickly sort by any of those column names to access any information
about the site.
-
Paper planner or Rolodex: Use a Rolodex or index card system
to store Web site addresses, usernames and passwords by topic, site
name or category. On each card list the Internet address, username,
password and site description. You can also create a separate tab
in your paper planner and keep a running list of all Internet information.
If you work in an office where others can have unrestricted access to
your desk, paper-based planning tool, or desktop phone/address filing
system, be aware that your online passwords and usernames could be in
danger if stored in one of these paper-based areas. Further, if you keep
usernames and passwords in a paper-based planner and the planner becomes
lost or stolen, your passwords and usernames could fall into the hands
of someone who would misuse them.
Whichever system you choose, it is important to be consistent with any
system. This will save time in the future when you need to log on to
Internet sites quickly.
K.J. McCorry is founder and president of Officiency Inc., a professional
organizing company based in Boulder since 1996. She is a productivity
and efficiency consultant that specializes in customizing systems for
individuals and companies with office and computer organization. She
is the author of, "Organize Your Work Day in No Time," released
by Que Publishing in April 2005. She can be reached at www.officiency.com.
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