It is likely that you have more passwords in your company than you think. There should be no employee in your company with a computer password or any password you do not know. Remember it is your computer and they are working for you. If you need to terminate an employee you want access to all their files because THEY ARE YOUR FILES NOT THEIRS. You may need to change a password prior to terminating an employee to prevent the employee from damaging files or taking key information with them.
Other passwords may include phone system, voice mail, all employees’ emails, other computer passwords including access to computer or data files and networks, payroll service, safe combinations, fire and burglar alarm and on-line banking. Record these and keep in a safe place and make sure you know who can change the passwords. It should not be easy or even possible for an employee to change their own or others passwords. Makes sure a disgruntled employee cannot use your system against you.
You will not want to keep these in your Operations Manual if others have access.
You may also want to create safety policies for your passwords including some or all of the following;
1. Never share passwords particularly in emails. If you must chare a password with a computer tech for example, change the password both before and after sharing.
2. Do not keep default passwords assigned by programs.
3. Never respond to a email request for your password.
4. Use a different password for each account. You can use a common password with different prefix to help you remember.
5. Passwords are stronger if they contain both numbers and letters and if they are random letters instead of word.
6. Do not store passwords or bank accounts numbers on your computer.
7. Passwords should not be based on birthday or other personal information easily discovered or guessed.
8. Do not put a written copy of your password on or in your desk.
9. Use a combination of upper and lower case letters.
10. Change passwords on a regular basis.
Original content (c) Thomas Robinson 2010
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