Why a Password Policy Should Be Managed via a Password Manager

In the past, it was common practice to change passwords every few weeks and to be as creative as possible. Today we know: this approach tends to result in weaker passwords and more frustration. Germany's Federal Office for Information Security (BSI) has officially moved away from recommending regular password changes, as this often leads to unsafe user behavior: users tend to create simple or only slightly modified passwords. Instead, the BSI recommends changing passwords only when there is concrete suspicion of a compromise (Source: heise.de).

The Problems with Frequent Password Changes

• Blind Changes Instead of Targeted Protection: Passwords are often changed without any specific reason. However, foregoing regular password changes is only advisable if a strong and secure password was chosen from the outset. Only then can confidence in password security be justified. A password should only be changed if it is actually compromised. Modern password managers automatically detect compromised passwords via dark web scanning and promptly alert affected users.
• Poor User Experience: Regularly changing passwords makes login processes more difficult and encourages users to choose simpler or only slightly modified passwords to make them easier to remember.
• Dangerous Habits: Studies show that preventive password changes often lead to insecure practices, such as reusing old passwords with minimal modifications.

So, how can companies implement secure passwords efficiently? The answer: with a clear password policy managed through a modern password manager.

How Managing a Password Policy via a Password Manager Increases Security

• Consistent Enforcement: Instead of relying on the individual awareness of each user, the policy is centrally enforced. Password length, complexity, and optional additional rules are systematically applied.
• Strong Passwords for All Accounts: A password manager generates random, highly complex passwords for each account. Users do not need to remember them, reducing the likelihood of using weak or reused passwords.
• Simple Compliance: During audits or security reviews, it is easy to prove that a secure password strategy has been consistently maintained.
• IT Department Relief: No more floods of support tickets due to forgotten passwords. Instead, simple recovery mechanisms through the password manager provide fast assistance.

Implementing a Password Policy Easily with heylogin

With heylogin, companies can easily activate and apply a company-wide password policy. Once an administrator defines the policy — specifying requirements like password length, use of uppercase letters, numbers, and special characters — these rules automatically apply to all users across the organization. When new logins are created, secure and policy-compliant passwords are automatically generated. The heylogin standard password policy meets the requirements of the BSI IT Baseline Protection and the NIST SP-800 63B guideline, and it is applied automatically from the very first use. Administrators can also define custom, individual policies tailored precisely to their company's requirements.

Conclusion:

‍A clear password policy managed via a password manager like heylogin provides true security. It eases the burden on users, prevents unsafe habits, and promptly detects compromised passwords. Frequent password changes are thus not only unnecessary but also a relic of the past — and that is a good thing.

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