Last updated: February 21, 2022
Let’s face it. Who among us has never written a password on a piece of paper somewhere? The longer you have been working in the IT world, the more curiosities you have experienced in the course of your IT career. Even more than 20 years ago, the colorful Post-It notes were stuck to the edge of the monitor or under the keyboard with the secret access data to a wide variety of programs and services.
Challenges to IT security have increased
In 2022, security has a completely different status than it did twenty years ago, if only because of the continuous connection to the Internet. Passwords have never been allowed to be immortalized on a scrap of paper, and such information has no place in documents such as Excel or Word.
Nevertheless, it is often necessary in an IT department to share a password or access to administrator rights on different systems and servers. Since we also use much longer and, above all, more complex passwords today than in the past, transmission by telephone has also become somewhat obsolete.
In addition, most companies now have sufficient security policies in place for handling data and accessing the network. There is also often a requirement to change passwords at regular intervals.
The latter may be considered a nuisance by some, but today it is an essential security factor for any modern IT network. Of course, this also affects IT administrators, who have to use a different password for each of their servers and change them regularly. In order to avoid sending passwords to those responsible at regular intervals via e-mail distribution lists, there are more elegant and, above all, more secure methods
How do IT employees now get the new password?
With a professional IT documentation solution like Docusnap, you can use a much more convenient way of handling passwords for servers and systems. In addition, these passwords can be directly assigned to inventoried devices or the respective services.
All that is required is to activate the password container function in the Docusnap basic setup. Then user names and passwords can be stored there. In doing so, it is possible to create a password link to each individual asset, system groups or, if you have the Ultimate version and thus the multi-client version, also to the created companies themselves. And of course, Docusnap’s built-in user management can be used to control access to passwords.
Hurray, we use a password manager
Not every company uses a paid password manager, even though we would recommend that to everyone in this day and age. If nothing at all is in use in this regard, Docusnap for the IT network is a professional and secure solution.
Of course, an existing password manager is also a good choice when it comes to secure storage of passwords. And of course, all passwords related to internal systems and services can be stored there as well.
The big difference is that Docusnap, with its always automatically updated inventory lists, specializes more in the IT network and manages everything centrally with the integrated password manager. This means that no further detour is necessary for IT administration to devote itself to the actual task, namely IT administration. Moreover, no additional plug-ins, apps or accesses from other programs are required.
Additional information can be added to each entry if required. This provides a certain flexibility and avoids additional documentation elsewhere.
Very useful is the possibility to not have the password immediately displayed in plain text when calling a record. This way you don’t have a security gap should someone be watching your monitor. You can then either view the password directly on the screen via a small button or copy the password to the clipboard of the computer via a second button.
In this way, your IT documentation can actively contribute to increasing general IT security.
We describe detailed information on how to use password management in Docusnap in our manual.
Curious about Docusnap now?
Then let’s get started. For those who want to take a look at the benefits first and test it on their own network, we offer a 30-day, completely free trial. And as a highlight, our support also offers full professional support for this 30-day trial version and helps with open questions or with the installation – also free of charge.