password management

Most people now have dozens, if not hundreds, of online accounts. Banking, email, shopping, government services, utilities, social media, streaming services… the list keeps growing.

why you need a password manager

Trying to remember all those passwords is almost impossible. As a result, many people:

reuse the same password on multiple websites
choose passwords that are easy to guess
keep passwords in a notebook
store them in an unprotected document on their computer
rely on their web browser to remember everything

While these approaches are understandable, they all have drawbacks.

A password manager stores your usernames, passwords and other important information in one secure, encrypted location. Instead of remembering dozens of passwords, you only need to remember one strong master password.

Many password managers can also generate long, random passwords for you, making your online accounts much more secure.

browser-based password managers

Modern web browsers include their own password managers.

Examples include:

Google Password Manager (Chrome)
Apple Passwords (Safari)
Microsoft Edge Password Manager

For many people these provide a significant improvement over reusing passwords or writing them down.

They are convenient because they automatically offer to save passwords and fill them in when you visit websites.

However, browser-based password managers are designed to work primarily within that company’s ecosystem. If you change browsers, use multiple devices, or want an independent copy of your passwords, they can become more limiting.

For many users they are an excellent starting point, but they aren’t always the best long-term solution.

cloud password managers

Products such as LastPass, 1Password, Bitwarden and Dashlane are dedicated password managers that synchronise your password database across your devices using the cloud.

These services are generally feature-rich and easy to use. They can automatically fill passwords, generate secure passwords and keep multiple devices in sync.

For many people they are an excellent option.

Because your password database is stored online, these services rely on the security of both your master password and the provider’s infrastructure. While reputable providers invest heavily in security, there have been well-publicised incidents involving some cloud password management services over the years. For some people, that is reason enough to prefer keeping their password database entirely under their own control.

why i recommend keepass

For clients using my Technology Planning service, my preferred password manager is KeePass.

KeePass takes a different approach from most modern password managers.

Rather than storing your password database in the cloud, KeePass stores everything in a single encrypted file that you control. Nothing is uploaded unless you choose to copy it somewhere yourself.

This has several advantages:

Your password database stays under your control.
It works without an internet connection.
There are no ongoing subscription fees.
The database can be stored on your computer, an external drive or even a USB memory stick.
You can keep backup copies wherever you choose.
It is free and open source.
It has been trusted by millions of users for many years.

For my Technology Planning clients, portability is a particularly important advantage.

The entire password database is contained in one file. That file can be copied into your Technology Planning records, backed up alongside your important documents, or handed to your executor or trusted family member if appropriate. Combined with clear instructions about the master password, it provides a straightforward and well-documented way for someone to access your digital life if you become unable to do so yourself.

KeePass is available for Windows, Mac and Linux, with compatible applications available for Android and iPhone.

password managers and technology planning

One of the biggest challenges families face after someone dies or loses capacity is simply gaining access to online accounts.

Even when passwords exist, they are often:

scattered across notebooks
stored in different browsers
written on scraps of paper
saved in several different places
out of date

A properly maintained password manager changes all of that.

As part of Technology Planning, I can help you:

choose the right password manager
install and configure it
import existing passwords where possible
create secure new passwords
organise important logins
ensure your trusted person knows how to access your password database if the need ever arises