Previously, I would help people create Excel documents that listed out all of the websites, usernames and passwords. Then we would password-protect the document with a master password. This way, users had all of their passwords in an easy-to-read document that could only be opened with a master password – this master password would be the only one they would need to remember.

Some folks liked this idea, others did not – most of them did not use this consistently.

I recently stumbled upon a new program that I think will help users with their passwords – it uses the same concept as I’ve just described, but additionally it has some really useful features.

This new program is called KeePass – you can download a free copy of this software here.

Here are a few reasons why I suggest KeePass:

1. Easy to use. This program is very easy to use with it’s split pane view and limited options, it makes it simple to use and understand. Also, you can double-click on one of your passwords and automatically copy it to the program or website it’s needed on – so no remembering or typing it in!

2. Create passwords easily. KeePass automatically creates a unique password for each new entry – which you can use or change. The unique password is great for security – since it’s not going to use your kids name or street you live on (hint hint).

3. More secure than Excel. With the Excel solution previously discussed, the Excel file is password protected – but not secure. With a $199, someone could download an Excel password-cracker program and gain access to all of your passwords.

With KeePass, the database is secure and encrypted with the same algorithm that banks use – click here for more technical information.

4. Backup program. This program includes a backup program built-in – so you can backup your password database into an encrypted file.

5. It’s free. That’s right – it falls into the open source world, and it is a free program.

Now IT Works Follows Best Practice with KeePass:

1. Download and install KeePass.
2. Purchase a USB key (2MB should be fine) and download the Portable version – unzip the Portable version and save it to your USB key.
3. Backup your KeePass file to your USB key and save this in a safety deposit box or somewhere that if you lose it, at least you still have another copy
4. Security is tight; no one can break into this file – or retrive it if you forget the master password.