With so much happening online, it’s common to visit dozens, if not hundreds of websites that require a user name and password. Airlines, email accounts, banks, domain registrars, payroll services, tax agencies, business networking sites, trade associations, phone companies, vendors and an endless list of others all require a baffling array of different user names, email addresses, account numbers and passwords that are a nightmare to manage.

Facing this monster forces some business owners into unsafe password practices, such as repeating the same simple codes in many places, or posting them on sticky notes or elsewhere in plain sight.

Aside from the security risks of poor password management, there are also many practical implications. The first, of course, is that you can’t function if you forget passwords. Some people get locked out of their own computers, or can’t install software because they can’t remember the password.

To make matters worse, some banks now issue keychain-sized code generators that issue a new access number each time you press the button. On some business accounts, this new code must be entered in conjunction with an established user name and password. And it’s only going to get worse as ever more sites require users to pass security checks in order to enter.

Password management software can make your life a little easier. These inexpensive programs, ranging from $15 to $30, will store and organize all of your user names and passwords. And some will automatically insert the information for you.

Usually, such software will encrypt your information, requiring one “master password” to access all the others. So you only need to remember one. The software logs you in automatically, and can generate strong passwords for greater security.

Action Steps
The best contacts and resources to help you get it done

Let the robots remember

RoboForm memorizes your passwords and logs you into websites automatically.

I recommend: This $29.95 program can fill out registrations and checkout forms with one click; encrypts your passwords for maximum security and generates random, hack-proof passwords. RoboForm will also backup your passwords and synchronize passwords between different computers, such as your home, office, laptop and handheld devices.

Choose software that will sync up with your handheld devices

TurboPasswords earns top marks for password management software

I recommend: TurboPasswords ($29.95) protects your private information with a single master password and uses data encryption for extra security. You can synchronize the software with your handheld or smartphone for easy access anywhere you go.

Include these password management software systems in your review

With dozens of possibilities to choose from, these password managers are also worth a look.

I recommend: Password Locker ($14.95 as download) lets you save, retrieve, print and manage passwords, and will automatically log you onto websites. Password Agent ($24.95) will store any textual information you need to keep track of and find quickly, from passwords and web logins, to credit card and passport and serial numbers. Create your own custom groups and subgroups to organize your entries. Password Safe Pro ($29.95) bills itself as an easy-to-use password protection package with a feature others don’t have: an internal timer that terminates the program after three minutes of inactivity, for an added level of protection.

Try something new: the OpenID service at Yahoo

There's a movement underway at major internet firms to create a system that lets users consolidate their internet identity, eliminating the need to create separate IDs and logins at each website.

I recommend: It’s called OpenID, and Yahoo is one of the latest to announce support for this pilot program. Yahoo’s OpenID service became available in public beta in January 2008. Somewhat miraculously, the OpenID technology will allow you to use your Yahoo account to sign into hundreds of other websites, with the list growing daily. For details and to sign up, visit openid.yahoo.com.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Some password programs will store and encrypt other sensitive information that often accompanies passwords, such as credit card and bank account numbers.
• •  With any of these programs, you MUST be able to remember your master user name and password. The software is built to protect your information even from the engineers and programmers who design, develop and market the software.