Secure password management in organizations

Careless handling of passwords

Recent surveys show: One third (33%) of internet users in Germany use the same password for multiple services, and 23% deliberately choose simple passwords to make them easier to remember. Source: Bitkom, 30/01/2025.

Weak or reused passwords are an easy target: Brute-force attacks attempt large numbers of login combinations; in 2024, the BSI warned in 2024 explicitly about an increase in such attempts against exposed systems. The Verizon DBIR 2025 also shows that in the “Basic Web Application Attacks” attack pattern, around 88 % of reported incidents were linked to stolen credentials – password reuse and phishing pave the way for them.

Greater security for businesses with professional password management

Many companies lack binding password policies or fail to enforce them. Passwords are shared by email or messenger, and lists are stored unencrypted in shared locations. This is exactly where centralized, well-designed password management comes in:

• Strong, unique passwords for all accounts – without creating a memory burden for users.
• Central policies on length, structure, checks against blocklists (e.g. compromised passwords), and mandatory 2FA.
• Clear responsibilities and audit trails for traceability.
• Immediate revocation of access rights when roles change or employees leave.

Password Depot helps you maintain a high security standard – for example, through password quality analysis and warnings about weak entries.

How to manage passwords properly in companies

Companies that take password security seriously put the following items on their to-do list:

Raise employee awareness:

Explain clearly why unique and long passwords, 2FA and passkeys significantly enhance data security. Training, short guides and internal FAQs help.

Assign points of contact:

Designate a responsible function (e.g. IT security/IT operations) for questions about password protection, policies and incident handling.

Define policies for secure passwords:

Use established guidelines (e.g. NIST SP 800–63B & BSI recommendations). Focus on length and uniqueness rather than purely formal complexity rules. Our tips for creating secure passwords show what this looks like in practice – and how Password Depot checks and enforces it.

Modernize password change policies:

No more rigid rotation intervals. Change passwords based on specific events (e.g. after incidents, when roles change or systems are changed) and enforce changes only when there are indicators of compromise. This is also what the BSI and the NIST guidelines.

Increase productivity – security without friction:

Avoid manual group emails or password notes. Equip your team with easy-to-use tools that generate secure passwords, fill them in automatically, and manage sharing based on rules – keeping the focus on work, not password management.

Password Depot Enterprise Server: Maximum security, full control & efficiency

The Password Depot Enterprise Server enables the centralized management, administration, and shared use of passwords, credentials, and documents. The databases are encrypted and run on-premises on your server – not in a third-party cloud. Employees access them via the Password Depot client according to their permissions; the only thing they need to remember is their personal master password.

This allows policies to be defined and enforced consistently. There is no more searching for “the current version” of a password. Thanks to the intuitive interface, teams become productive in no time – without expensive, time-consuming training.

If a person leaves the company, administration can block database access via the console and rotate affected passwords quickly and in an audit-proof manner.

Control access rights with granularity

In addition to strong encryption, a fine-grained permission and sharing model ensures security. Define for each user which databases, folders, and entries are visible, which changes are allowed, whether exports are permitted, and which actions are logged are. Assign permissions quickly and transparently to departments and groups.

Security is the top priority

Password Depot encrypts data at the highest level (AES-256). Communication between clients and the server takes place via TLS (optionally with certificate validation/client certificates). This allows you to follow the BSI’s proven cryptographic recommendations, see TR-02102 (TLS, Algorithms & key lengths).

The renowned IT security professionals at SySS GmbH audited Password Depot in 2021; after the identified issues were resolved, the overall security level was confirmed as “very high”. Certificate excerpt: SySS confirmation. In security comparisons by the Fraunhofer Institute (commissioned by COMPUTER BILD), Password Depot was repeatedly highlighted as particularly secure (see Manufacturer summary).

See for yourself

Watch a short video to see what Password Depot Enterprise Server can do for your business: Protect your company’s passwords with Password Depot Enterprise Server

Would you like to see Password Depot Enterprise Server in a personal webinar? Choose your preferred date here. Alternatively, arrange an appointment by email or by phone. You can find information on licensing here.