Passwords are the first line of defense protecting your company’s systems, data, and customer information. Poor password habits can allow cybercriminals to gain access to sensitive systems, leading to data breaches, financial loss, and operational disruption.

This guide outlines simple password practices all employees should follow to keep company information secure.

  • 1. Never Share Your Passwords

    Your password is personal and should never be shared with coworkers, managers, or anyone else.

    If someone needs access to a system, they should request their own account through the appropriate process.

  • 2. Do Not Write Passwords Down

    Avoid writing passwords on:

    • Sticky notes
    • Notebooks or desk pads
    • Whiteboards
    • Under keyboards or desks
    • Inside drawers or cabinets

    Anyone who can physically access your workspace may be able to access your accounts if passwords are visible.

  • 3. Use Strong Passwords

    A strong password should:

    • Be at least 12–16 characters long
    • Include a mix of uppercase letters, lowercase letters, numbers, and symbols
    • Avoid common words, names, or simple patterns

    Example of a strong passphrase:
    Coffee!RiverTrain92Sky
    Long passphrases are easier to remember and harder to crack than short complex passwords.

  • 4. Never Reuse Passwords

    Each account should have a unique password.

    If one account becomes compromised and the same password is used elsewhere, attackers may gain access to multiple systems.

  • 5. Use a Password Manager

    Remembering many strong passwords is difficult. A password manager securely stores passwords and generates strong one's for you.

    Benefits include:

    • Automatically creating strong passwords
    • Securely storing credentials
    • Reducing the need to remember multiple passwords

    Ask us (UNI Data Inc.) for help with recommending a password manager if you do not know one.

  • 6. Enable Multi-Factor Authentication (MFA)

    Whenever possible, enable Multi-Factor Authentication (MFA).

    This requires a second verification step such as:

    • A code from an authentication app
    • A text message code
    • A hardware security key

    Even if someone steals your password, MFA can prevent them from accessing your account.

  • 7. Be Alert for Phishing Attempts

    Cybercriminals often try to steal passwords through fake emails or websites.

    Never enter your password if:

    • You reached the site through a suspicious email link
    • The page looks unusual or unprofessional
    • The request seems unexpected

    When in doubt, contact us (UNI Data Inc.) before entering credentials.

  • 8. Lock Your Computer When Away

    Always lock your workstation when stepping away.

    Use:

    • Windows: Windows + L
    • Mac: Control + Command + Q

    This prevents unauthorized access while you are away from your desk.

  • 9. Report Suspicious Activity Immediately

    Notify us (UNI Data Inc.) immediately if:

    • You accidentally shared your password
    • You believe your account may be compromised
    • You receive suspicious login alerts
    • You clicked a suspicious link or entered credentials on a questionable site

    Early reporting helps prevent security incidents from spreading.

Have Questions?

Good password habits protect not only your account but the entire organization.

If you have questions about password security or need assistance, please contact us.

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