Password Safety Tips For Employees To Avoid Being Hacked

You could have a top team of employees who are your most trusted team members, however, if they are not using proper password etiquette this could be putting your most sensitive information at risk. As an employer it is always nice to offer password safety tips for your employees from an IT support company. These type of tips can go a long way – they can protect your company from being hacked and help guide employees on the right path to keeping their own accounts secure outside of work. It really is a win for everyone.

Proper education for employees about password safety is key to making sure company information remains safe. 

Here are some helpful tips to keep in mind about password safety for employees:

Why Do I Need So Many Passwords???

Passwords and management of those passwords are a big pain – no two ways around it. One website requires a symbol, another requires 14 characters and your bank requires 10 characters, four PIN numbers and the answer to a secret question. It becomes easy to just use the same login for everything and there’s nothing wrong with the password since it passes the test of being secure.

Ok, but here is where there’s a problem with this strategy. Let’s assume that you have a Gmail account, an Amazon account and some accounts at big-box retail stores. You use the same login on all of the sites, and you use it for the account you set up on the amazing website you found to order gift cards for client gifts – at 10% less than their value. Then, the gift-card website gets hacked or falls victim to an attack. Not only do the crooks get your credit-card information, they also get the list of all of the website’s users and those users’ passwords. They publish the list freely out on the Internet. (Don’t believe it? Check out https://rehmann.co/projects/10mil/ )

Since you used the same login on their website as you did on Amazon, Gmail and other websites, all of these accounts are now in the hands of anyone capable of a Google search. That’s why it’s important to have different passwords for each website and application. There is too much personal information that can be easily accessed.

 

Make Sure This Password is Different From Everything Else

We did just shared the importance of using different passwords for Amazon, Gmail and other additional websites especially if you are using these sites to purchase client gifts. However, here’s the one password you will want employees to make unique is an e-mail password. If an e-commerce site you’ve registered at or bought from gets hacked – and you’ve used the same login for your email for the e-commerce site that has just gotten hacked– you can pretty much bet hackers are going to gain access to your in-box. They’ll have your e-mail and your password to the e-commerce site and will use that to hack in. From there, they’ll have fertile ground for getting all your data and other passwords. This can put company information and computer network at risk. 

 

Two-factor what?

You’ve probably seen us mention this in other blog posts. But we’re going to drop this tip right here too.  Two-factor authentication (2FA for short), sometimes called multi-factor authentication, is a system in which you must verify your identity in two separate ways to access an account – this may be a login password, an online account or an account to access an application. This is a great way to encourage password security and help avoid a cyber attack. Here’s an example:

After enabling 2FA on a Gmail email account, each time you log in, you’ll have to input your password. You then get asked to enter a six-digit code that is unique to you and changes every 20 seconds. You get this code from an app on your phone, a jump-drive-sized key fob or a program on your computer. In the above example, you use a smartphone app (there’s one for every type of device, and one app will handle the 2FA codes for each individual account) and input the code. Only then do you have access to your account. You must enter both password and 2FA code each time you access the account. If someone steals your password, they still can’t access your Gmail email account.

If you aren’t currently using two-factor authentication with your most sensitive data and systems, investigate if it’s an option today. The extra 15 seconds to pull up the code and get logged in is laughably short compared to the time spent dealing with a hacked account.

 

Why is it so important to have unique passwords for all your online accounts?

Whether it is for work accounts or personal accounts, a complex password is a necessity in the current age of cyberthreats, data breaches and other security incidents. Those of us who live in reality also know how hard it is to keep the seemingly hundreds of passwords straight, secure and different. 

Why is having different passwords so important? When an online retailer, or a website, gets hacked, oftentimes all you hear in the news is about how many credit cards were lost or what the financial damage was. You rarely hear about the user accounts that were compromised. However, if you have an account on a compromised website, the username and password you used very possibly could be published and available to anybody who wants to look at it at on the Internet. A clever crook knows that you probably use the same password on the compromised website as you do on your eBay, Amazon or other online account that may have a bank account tied to it. A good enough chance that they’re likely to try it anyway. Sure enough, when you used the same password on your eBay account that you also used to set up an account on the compromised website to reserve hotel rooms, buy clothes or whatever else, the hacker now has your eBay credentials.

 

It is possible to keep the password madness under control. Ask us  for tricks to having unique but memorable passwords. You might be surprised by how easy it really is and your employees may even thank you for the extra help. The bottom line is that no matter how much of a pain it is, it is very important to have different passwords for each online account.

 

June 17, 2025
Meeting IT security compliance standards is crucial for businesses that handle sensitive data, particularly in industries such as healthcare, finance, defense, and e-commerce. Regulatory frameworks such as HIPAA, CMMC, PCI-DSS, and GDPR exist to help ensure businesses protect customer information and maintain robust cybersecurity practices. Unfortunately, many organizations fall short of these requirements, often due to common, avoidable mistakes. These gaps can result in costly fines, data breaches, and reputational damage, which can significantly impact the business's bottom line and customer trust. 1. Failing to Conduct Regular Risk Assessments The Pitfall: Many businesses overlook the importance of conducting routine risk assessments. Without these, it’s challenging to identify vulnerabilities or evaluate whether your current cybersecurity controls meet compliance standards. How to Avoid It: Implement a regular risk assessment schedule. Work with a qualified IT provider to evaluate your systems, identify weaknesses, and document remediation plans. These assessments should be performed at least annually, or whenever significant changes to the system occur. 2. Inadequate Employee Training The Pitfall: Your employees are your first line of defense—and often your most significant vulnerability. A common compliance issue arises when businesses fail to train staff on cybersecurity best practices or on handling sensitive data appropriately. How to Avoid It: Invest in ongoing cybersecurity awareness training. Ensure employees understand how to recognize phishing emails, create strong passwords, and report any suspicious activity. Training should be updated regularly to reflect current threats and compliance requirements. 3. Improper Data Handling and Storage The Pitfall: Storing sensitive data in unsecured locations, failing to encrypt information, or retaining data longer than necessary are significant compliance risks. These practices are often flagged during audits. How to Avoid It: Adopt data classification policies that define how different types of data should be handled; encrypt sensitive data both at rest and in transit. Establish clear data retention policies and ensure that obsolete data is disposed of securely. 4. Lack of Incident Response Planning The Pitfall: When a security incident occurs, time is of the essence. Many businesses lack a documented incident response plan, or their existing plan hasn’t been thoroughly tested. This can lead to delayed responses, increased damage, and regulatory penalties. How to Avoid It: Develop a formal incident response plan that includes roles, responsibilities, communication protocols, and steps for containment and recovery. Run simulated breach scenarios with your IT team to ensure everyone knows how to respond effectively. 5. Using Outdated Software or Systems The Pitfall: Running outdated operating systems, software, or firmware is a common issue that can lead to compliance failures. Unsupported technologies are more vulnerable to exploitation. How to Avoid It: Keep all systems and applications up to date with the latest patches. Use automated tools to track software versions and receive alerts about end-of-life technologies. Schedule regular maintenance windows to apply updates and upgrades. 6. Insufficient Access Controls The Pitfall: Allowing too many employees access to sensitive data—or failing to revoke access when it’s no longer needed—can lead to data breaches and non-compliance. How to Avoid It: Implement role-based access controls and follow the principle of least privilege. This principle means that each user should have the minimum level of access necessary to perform their job. Regularly audit user accounts and permissions to ensure access is current and appropriate. Use multi-factor authentication (MFA) to add an additional layer of protection. 7. Neglecting Third-Party Vendor Risks The Pitfall: Businesses often overlook the fact that their compliance responsibilities extend to third-party vendors. If a vendor mishandles your data, you could still be held accountable. How to Avoid It: Vet third-party vendors carefully. Ensure they meet the same compliance standards as your business and include security requirements in your contracts. Conduct periodic audits or request compliance certifications from your vendors. 8. Failing to Document Policies and Procedures The Pitfall: Even if your security practices are strong, failing to document your compliance policies can result in audit failures. Regulators want to see evidence that you have formal processes in place. How to Avoid It: Create and maintain clear documentation for all compliance-related policies, including data protection, access control, incident response, and employee training. Make these documents easily accessible for audits and regularly review them to ensure updates are current. Conclusion Compliance with IT security standards is not a one-time project—it requires ongoing attention, regular updates, and a proactive approach to maintain effectiveness. By understanding and addressing these common pitfalls, your business can stay ahead of regulatory requirements, strengthen its security posture, and reduce the risk of costly incidents. This ongoing attention is crucial to maintaining your business's security and audit readiness. If you’re unsure whether your business is meeting current IT compliance standards, professional support can help. Contact SDTEK today to schedule a compliance assessment and learn how our IT services can keep your business secure and audit-ready. With our support, you can navigate the complex landscape of IT security compliance with confidence.
April 9, 2025
In today’s digital-first world, cybersecurity isn’t just a luxury—it’s a necessity. Whether you run a small startup or a growing enterprise in Fort Wayne , protecting your business’s data, systems, and clients is essential for long-term success. From ransomware attacks to phishing scams, cyber threats are evolving every day, and the best way to stay ahead of them is by partnering with a reliable IT services provider that understands the unique needs of local businesses. Here’s why investing in professional business IT support is one of the smartest decisions Fort Wayne businesses can make—and how working with SDTEK helps protect your operations, your data, and your reputation.