Software and Apps for Virtual Assistant Businesses

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Old 09-02-2008
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Default Keeping track of passwords...etc.
So ladies,

Its getting a bit much. Not just all of my passwords for different sites such as constant contact, basecamp, etc. But all of my clients passwords for their different needs as well. Where do you keep them all? Electronically and/or on paper? If so, do you lock them in a safe or password protect them? What are your best practices in keeping up with these and still protecting the confidentiality of your client?

Thanks for sharing.
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Old 09-02-2008
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Default Re: Keeping track of passwords...etc.
I have a password protected Excel spreadsheet for all of my passwords. For my clients I have all their pw's on individual profile sheets in Word (pw protected) and then I have a printed copy in their working file for easy access that never leave the office.
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Old 09-02-2008
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Default Re: Keeping track of passwords...etc.
I keep mine in an Excel spreadsheet. I've heard of some VAs using Roboform(?) but I haven't tried it out yet.
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Old 09-02-2008
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Default Re: Keeping track of passwords...etc.
I keep my passwords in three places...customized folders within my email account, in a document in Word (password protected) and also on my memory stick. This way if my machine crashes or some issue happens with my daily backups, I can access them in my email. If I lose my memory stick, I have access to them in other places.

Once I lost a document I had them on, so I've learned my lesson, and keep them in multiple places in encrypted files.

Also, have you considered OpenID for some of your password headaches. It allows you to have one super-protected username and password for multiple sites, etc.
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Old 09-03-2008
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Default Re: Keeping track of passwords...etc.
I encourage you to check out Roboform - life is so much simpler! :-)
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Old 09-03-2008
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Default Re: Keeping track of passwords...etc.
Hi

You might want to try keepass. The best thing about it of course is that its free.
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Old 09-03-2008
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Default Re: Keeping track of passwords...etc.
I use Roboform and love it! It really does make life simpler, good luck!
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Old 09-03-2008
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Default Re: Keeping track of passwords...etc.
I use PasswordKeeper. I keep all my passwords in my thumb drive which I carry with me everywhere I go. Whenever I need a password I just plug it into my computer and bring up my passwordKeeper, put in my master password (the only one I have to remember) and I have access to all my passwords, and my client's passwords.

I also keep a copy of my main file on my main computer just in case something happens to my thumb drive.
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Old 09-03-2008
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Default Re: Keeping track of passwords...etc.
Great ideas..I will have to check out the Roboform. Right now I have in a notebook that I keep locked up that I can also carry with me.
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Old 09-04-2008
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Default Re: Keeping track of passwords...etc.
I recently wrote a post on my blog about password systems. I have used three different systems for many years: an Excel spreadsheet, Outlook Contacts & a print out of all.

I have an Excel spreadsheet that is password protected. My column headings include:
  • Site
  • Login/Username
  • Password
  • Account #
  • Security Question
  • Security Answer
  • Notes
  • Date Established

I use Outlook to track various subscription services and accounts.
  • Company Name/Site - file by the site name for quick retrieval
  • Webpage Address – direct and easy access to site
  • Note Section – enter login, account, password and other pertinent information
  • Categories – create related categories for sorting and searching [social networks, services, financial, personal, client]
  • Private box - checked for security

I keep a print out of all that is secured in a safe. You never know when your computer may fail and vital information is needed.

Just recently, I started using Roboform. It's been highly recommended by many VAs.

HTH
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Old 09-05-2008
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Default Re: Keeping track of passwords...etc.
I have a spreadsheet for each client that is held on my server in my office (backed up nightly to my home Peecee). I do this so I can easily share passwords with my team in a secure environment. I have also used Ciphsafe (Mac only I think) for my own and it does a great job - I just can't share it so I don't use it for client passwords.
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Old 09-05-2008
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Default Re: Keeping track of passwords...etc.
I use Roboform and then download it into and Excel file and print for keeping too. It's free. No duplicate entry necessary.
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Old 09-07-2008
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Default Re: Keeping track of passwords...etc.
I used to just have an excel spreadsheet going but I now use KeePass and love it!
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Old 09-10-2008
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Default Re: Keeping track of passwords...etc.
I use Roboform but I do a monthly printout of it just in case of crashes.
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Old 09-10-2008
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Default Re: Keeping track of passwords...etc.
Passpack.com is another one to try. It stores them online for access from anywhere and also has a downloadable application for use on your desktop.
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Old 09-11-2008
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Default Re: Keeping track of passwords...etc.
Thanks ladies.. I've started with the Excel spreadsheet, just to gather them all, but I am looking forward to exploring these suggestions to find the right fit for me.

Thanks again.
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Old 09-11-2008
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Default Re: Keeping track of passwords...etc.
Have you considered centraldesktop to organize everything?
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Old 09-11-2008
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Default Re: Keeping track of passwords...etc.
Originally Posted by kimadhd View Post
Have you considered centraldesktop to organize everything?
I just started working with Basecamp so I'm going to see how that goes, same concept right?
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Old 09-28-2008
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Default Re: Keeping track of passwords...etc.
Currently, I am managing passwords with Microsoft One Note. If you don't use One Note, I would recommend it. I have an electronic binder with a section for Passwords. Under passwords I have a page alphabetized A - Z. Each page holds the Name, Purpose, Website, UserName, Password and a Notes / Comments column. One of the many great things about this electronic binder is that I can click on the website link and the website will launch. I print out the pages and keep in a 5 X 8 Binder at my desk. Also, my binder is backup every night on my external hard drive system.

Hope this helps a little.

Brenda Violette
VBS Virtual Assist, LLC
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Old 09-28-2008
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Default Re: Keeping track of passwords...etc.
Originally Posted by VBSVirtual View Post
Currently, I am managing passwords with Microsoft One Note. If you don't use One Note, I would recommend it. I have an electronic binder with a section for Passwords. Under passwords I have a page alphabetized A - Z. Each page holds the Name, Purpose, Website, UserName, Password and a Notes / Comments column. One of the many great things about this electronic binder is that I can click on the website link and the website will launch. I print out the pages and keep in a 5 X 8 Binder at my desk. Also, my binder is backup every night on my external hard drive system.

Hope this helps a little.

Brenda Violette
VBS Virtual Assist, LLC
I thought about this too and then one of my clients asked me about how "secure" her information was. She said that I should have a safe and lock that information up at night or when not in use.

I also met a business identity theft consultant at a recent networking event. He said that on Nov 1, they are cracking down on HOW this personal information is being found. Companies will be liable if they are cause of information security breaches.. I think this is a branch of prepaid legal, but I think its worth checking out since we work with soo many clients in so many states. This might be a way to have nationwide coverage.
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