Best Results Organizing

Last week, in Not Your Mama’s Passwords: Passphrases, Passkeys, and the Future of Logging In, we saw how much has changed since we all made our first online passwords. Now, creating a strong password requires more characters, more variety, and more possibilities for making them secure, memorable, and useful. We also looked at passkeys, those secure digital handshakes that are even more powerful than passwords, and we got a greater understanding of what goes into multi-factor authentication.

So now we’ve got these big, strong, hunky passwords, passphrases, and passkeys, what do we do with them once they’re created? Organize them, of course!

HOW SHOULD YOU ORGANIZE YOUR PASSWORDS?

Having something and not being able to find it is just as bad as never having had it in the first place.

Have you ever lost or forgotten a password you really needed?

 

So, let’s start with a different question: how shouldn’t you organize your passwords?

• Don’t count on your memory! — When a password is first created, everyone thinks they’ll remember it, but time and disuse (as well as stress) can make the memory of a password foggy. One too many half-remembered attempts can lock you out altogether.
• Don’t re-use the same password for everything in order to lessen the likelihood that you’ll forget. — As we saw last week, a re-used password is an invitation to ne’er-do-wells.
• Don’t leave passwords on sticky notes around your desk for others to see (or for tiny humans or furry friends to accidentally carry off) — The security of where you keep your passwords can be just as important as the security around their creation.

The main ways to organize your passwords are either analog or digital.

ANALOG PASSWORD MANAGEMENT

You can use a password notebook or even an address book to log your passwords as you create them, alphabetically by the website’s name or URL.

A simple, nondescript option can hide in plain sight. For example, this faux leather, hardcover Clever Fox Password Spiral Book with alphabetical tabs, measures 4.7″ x 5.7″ and comes in more than a dozen colors. There’s a pocket for loose notes and an elastic band to keep it from accidentally opening to view.

Each entry block has spaces for the website/URL, user name, password, and a hints or clues.

Importantly, the cover (once the label is removed) does not betray the contents and the average onlooker would likely mistake it for a journal. This one costs about $15 at Amazon.

There are a variety of similar options. What you really don’t want is a novelty version with a cute phrase or design that lets on that it contains passwords.

Even if you normally only used a password notebook at home, the minute you need or want your passwords to be as portable as your phone (such as when you’re traveling), if your notebook can’t go incognito, the information within will be at risk. 

Advantages of an Analog Password Notebook

The main advantage of a notebook for storing and organizing your login credentials is that you already know how to use one.

Every time you create a new password, you just reach for your password notebook and write it down. You don’t need any technical skills, just diligence. 

Disadvantages of an Analog Password Notebook

And there’s the first drawback. It requires diligence. How often have you been prompted to make a new password while in a hurry? You think you’ll remember it and do nothing, or you write it on the nearest piece of paper. Either way, you’ve got trouble.

There are other drawbacks of a tangible, analog password notebook:

• It has no backup — If you lose your password notebook, spill coffee on it, drop it down a subway grate, leave it on the hood of your car as you drive away, or otherwise destroy it, you’re stuck clicking “forgot my password” for the next several months (or years) until you recreate every password for every site you visit. Worse, if you’re traveling, not being able to log into your accounts to access reservations or financial sites could put a serious crimp in your plans.
• It’s not secure — If you do lose your password book (or if it’s stolen), someone has access to your entire financial and personal life. It’s not that big deal if someone logs into your Netflix account, watches to their heart’s content, and messes up your algorithm. But if someone can log into your bank, investment, and shopping accounts (especially the ones in which you have a credit card on file), you’ll be in a world of hurt.
• It’s not really searchable — Yes, you can use the alphabetical tabs, in general, so Apple and Amazon will stay in the A’s, but you don’t live your life in alphabetical order. You don’t encounter websites in alphabetical order, either, so whatever you add later will be out of order, making it harder to find what you seek.
• It runs out of space — Password notebooks have limited pages, so when you run out, you’ll  need a second (and then a third) notebook. The additional cost of one notebook every several years isn’t a huge barrier, but not knowing whether the right password is in the first book or the second (and so on) is inconvenient, and again, having to take two notebooks any time you travel from home or office doubles your chances of loss.
• It’s hard to keep organized when you need to update passwords — You should update passwords every so often; some sites require it. The problem? If you use a pen, you need to cross out the prior password and squish the new password into the space. If you’ve run out of space in that entry, you could cross everything out and write the login credentials in a different entry box, but now you’re not only going to be out of alphabetical order, but if you don’t do a good enough job crossing out the old information, you may someday stop at the first entry and think it’s valid. (If you use pencil instead of pen, you may struggle with legibility, and eventually, with erasing a hole through the paper!)

You could create a spreadsheet with all of this information to make it digital, adding lines and then using the sorting function to keep the websites/apps in alphabetical order. However, printing the document (which may get unwieldy the more passwords you add) yields the same problems regarding security.

I won’t tell you that an analog password notebook is never a good choice. Some seniors and many people averse to technology will find it easier to commit to using an analog tool.

While it’s better than no system at all, an analog password notebook lacks the nuance and robust resources of a digital version.

DIGITAL PASSWORD MANAGEMENT

A digital password manager is simply a piece of software; on your mobile device, it works as an app. On your computer, it’s a free-standing program that generally integrates with your web browser. Its job is to sit and wait until you need to create or access login credentials.

Advantages of Digital Password Managers

There are more advantages to digital password managers than most people realize. A modern, sophisticated password manager can:

• Remember thousands of passwords so that you don’t need to do it.
• Generate strong, unique passwords automatically — Most can generate options based on the requirements of the site for which you’re creating a password and your preferences.

So, if BlahBlah.com requires 16 characters, capital and lowercase letters, a number, a special symbol, and a dash of fairy dust, but you also prefer passwords that don’t include capital “I” or lowercase “l” because they look the same to you (just in case you ever need to actually read the password), you can make an adjustment.

If you tell it to generate a password with all of the site requirements, but you want it to look more like a passphrase, not only can a digital password manager do so, but if one of the words reminds you of a horrible ex-boyfriend, you can “regenerate” the password with a click of an on-screen button. Next!

But digital password managers can do so much more, like:

• Store more than just passwords, including passkeys, Wi-Fi credentials, credit cards, secure notes, software license keys, recovery codes, and passport/ID information.
• Warn you of weak, re-used, or compromised passwords (as we discussed last week).
• Prevent the reuse of passwords across multiple websites and apps during the creation/generation stage.
• Auto-fill usernames, passwords, passkeys, and payment information so you can minimize the time you spend typing and optimize your productivity.
• Sync securely across all of your digital devices, including computers, phones, and tablets.
• Provide safe sharing capabilities with spouses, family members, co-workers, or trusted advisors. 
• Save time by reducing password re-sets due to lost or misread passwords.

In summary, digital password manager can organize your digital life by helping you create, maintain, and access your login credentials (and more) in one secure, searchable system across all of your devices.

Disadvantages of Digital Password Managers

I’m not going to tell you that digital password management is perfect. As with any system, there are some demerits and hiccups, and each person has to weigh the costs and benefits. The imperfections of digital password managers can include:

• Learning curves — If you’re constantly online, this is barely a blip; you’ll either intuit or learn whatever you need to in order to start using it immediately. However, for folks who find computers and mobile devices a source of frustration, the concept of digital management, if not any one password manager’s functions, may cause more annoyance than it helps.
• Temporary inconvenience — While creating/entering new passwords is easy, importing all of your passwords from a different digital password manager or from analog lists may not be instantaneous.
• Single point of failure — Digital password managers depend on a master password, known only to you. There’s no clickable “forgot my password” for the key to your keys, and though there are recovery methods, you actually have to put them in place for them to be available. Without your master password or recovery methods arranged, it’ll be difficult or impossible to access your vault.
• Browser auto-fill isn’t always 100% successful — Every once in a while, particularly on mobile, you may encounter a situation where you have to manually copy-and-paste (or view-and-type) your username and password from the digital password manager into the website login section.
• Cost — While most digital password managers have free tiers, you will likely have to pay for all the bells and whistles. 
• Subscription fatigue — Most software-as-a-service entities have moved from one-time payments to subscription models. If you’re the type of person who wants to pay once and never again, this may be a mindset hurdle.
• Trust — You’re giving the keys to the kingdom to a piece of software. When you’re trusting a third party with all of your highly sensitive information, it’s vital that you choose a reputable company whose security is undeniable.

While any/all of these can be drawbacks, they are almost certainly outweighed by the advantages of digital password management.

THE MOST POPULAR DIGITAL PASSWORD MANAGERS

You have a variety of choices when it comes to digital password management.

Built-In Password Managers

Let’s start with the digital password managers you already have.

Apple Passwords (Part of iCloud Keychain)

Apple’s Passwords is built in to all Apple devices, interacting with iOS apps, Mac apps, and the Safari browser. I’m a fan, especially because it’s free and works like a charm, but I’m the first to admit it’s not feature-full in the way many third party apps are. 

Contrary to popular belief, Passwords can work in Chrome and on Windows computers, but it’s not turnkey. You have to download the official Apple extension to sync your passwords and autofill logins.

• On a Windows PC, download the iCloud for Windows app from the Microsoft Store, turn on “Passwords,” and install the iCloud Passwords Chrome Extension.
• On a Mac, install the same iCloud Passwords Chrome Extension from the Chrome Web Store.
• On an iPhone/iPad, go Settings > Passwords > Password Options and turn on AutoFill Passwords to select Chrome as a trusted autofill provider.

You’ll still need an Apple ID to authenticate yourself with a verification code when you set it up. 

Google Password Manager

Google Password Manager is built in to the Chrome browser on all desktop and mobile platforms and every Android app.

One problem I’ve noticed is that it’s not uncommon to have more than one Google identity, and that can cause frustration. If you created a Google account in 1999 and built a life for yourself as ILikePuppies1959@gmail.com, but created ProfessionalLeader@gmail.com in 2010, you may have different accounts linked to each Google identity.

You may use Chrome and want to log in to Website A, only to find that Google Password Manager’s login for Website A is associated with your other Google account. On the plus side, Google won’t make you log out; just click on your little avatar and log in as the appropriate profile. 

Third-Party Digital Password Managers

One benefit of a third-party digital password over a built-in one is easier cross-platform compatibility without dealing with QR codes or fiddly Apple vs. Android/PC fussing.

But the truth is, every digital password manager, including the ones from Apple and Google, have trade-offs: personal aesthetic preference, user user convenience, cost, styles and methods of security protections, backup/synchronization and preferred features.

Bitwarden

Bitwarden has a very generous free plan, making it a budget-friendly option. The Personal Premium plan is $19.80/year and includes premium features like an integrated authenticator, secure password and file attachment sharing, emergency access for trusted contacts, security reports, and the ability to share vault items with one other user. Families get up to six premium accounts, unlimited sharing, unlimited collections, and a shared vault for $47.88/year. 

Bitwarden is open source, so anything you do decide to pay goes toward further development and not lining the pockets of evil billionaires.

Some users feel the interface isn’t as polished as some of its competitors, and that the family and sharing tools aren’t always intuitive. Additionally, there are complaints that if you update a password, it may create a new entry instead of modifying a pre-existing one, leaving both the correct and outdated passwords in place.) 

1Password

1Password has a 14-day free trial, after which it’s $36/year for individuals and about $60/year for families, with additional team, business, and enterprise-level plans. 

1Password is beloved for it’s easy-to-use interface, family and shared-vault features, and a security dashboard that alerts you to weak and reused, and monitors the dark web for compromised passwords. It autofills logins across mobile apps and browsers with biometric unlock via fingerprint, face, or iris. 

One standout feature is Quick Access, which can be used to search for anything you’ve saved in 1Password, including medical records and software license keys. Quick Access automatically identifies the app or website you have open and suggests relevant items from your vaults, providing a fast and convenient way to sign in to your accounts. 

Unfortunately, there’s no free version and it’s slightly more expensive than its (un-discounted) competitors. (Also, while the software is user-friendly, the website a bit intimidating.)

Proton Pass

Proton Pass has a strong privacy focus and is part of the Proton ecosystem. Like Bitwarden, it’s open source.

On top of the basic password generator, the feature-rich free plan works in the browser, on mobile, and in desktop apps, and includes unlimited logins, notes and credit cards, unlimited devices, 10 hide-my-email aliases, passkey support, alerts for weak and reused passwords, and an easy password import function. 
 
Pass Plus, at $2.99/month or $35.88/year, also includes unlimited hide-my-email aliases, a built-in 2FA authenticator, secure vault and link sharing, dark web monitoring, file attachments, emergency access for trusted contacts, a custom domain and additional inboxes for aliases, and command-line interface. Pass Family is $59.88/year includes everything in Pass Plus for up to 6 accounts, plus an admin panel for your family. There’s also Proton Unlimited, which gives you Proton Pass, Proton Mail, Proton Calendar, Proton VPN, and Proton Drive, all for $119.88/year.

Keeper

Keeper is one of the more expensive options at $42.99/year for a personal plan with unlimited storage, sync, and devices, unlimited identity and payment storage, fingerprint and FaceID login, web app and browser storage, and 24/7 support.

A family plan is $91.99/year for up to five users, providing the same features as a personal plan, plus shared passwords for WiFi and streaming services, unlimited shared folders, records and permissions, 10GB  of secure file storage, and emergency access for estate planning. (Note: family members cannot access each other’s vaults.) In addition, there are also student plans at 50% off, and personal and family military plans with separate pricing options.

Keeper has a strong security reputation and rich business features, but a regular plan does not include dark web monitoring or secure storage, which require add-ons at extra cost.

For casual users, Keeper can be a little feature-heavy.

Dashlane

Dashlane has a very polished interface and is beginner-friendly, but it no longer offers a free plan (though there is a 14-day free trial). The usual Premium price is about $65/year, though a current 40% discount brings it to $39.12/year.

In addition to unlimited devices, dark web monitoring, and the usual password generation and monitoring tools, the Premium plan includes passwordless instant login (without typing), securely shared access, a built-in virtual private network (VPN) for when you’re on public Wi-Fi, and live AI-powered scam protection. 

The Friends & Family plan covers 10 users and has a family dashboard.

NordPass

NordPass, from the makers of NordVPN, starts with a free lifetime plan with essential features like password generation, autosave, autofill, biometric/MFA access, password import capability, secure storage, and 24/7 support, but if you want access on multiple devices, a password health dashboard, a data breach scanner, file attachments, and the NordPass authenticator, you’ll have to upgrade to Premium (usually $35.88/year, but currently $19.08/year for the first 12 months, a 46% savings).

The “Family” Plan (good for friends and family) has all of the same features as premium for up to six users for $35.88/year (usually $71.88). Both the Premium and Family plans have a 30-day money back guarantee and both 1- and 2-year plans.

Other well-known options like Roboform and Aura may be worthy of your consideration, too. This post was a survey of options, not recommendations.

Fancy Words: Zero Knowledge Architecture and Encryption

Digital password manager marketers talk about these two features.

Zero knowledge architecture means that your data is encrypted and decrypted exclusively on your local device, ensuring only you can access it. But guess what? All six of these third-party password managers has it, as should every leading password manager. But because these companies can’t access your information, it’s vital that you always know and remember (and never re-use) your master password!

Oh, and encryption? They all tout having AES-256 encryption, except for NordPass, which uses XChaCha20 (yes, I’m serious) encryption, which is a newer, highly regarded encryption algorithm.

Essential Digital Password Manager Features

• Intuitive user interface — Because if you don’t get it, you won’t use it.
• Strong encryption — Duh!
• Multi-factor (including biometric) authentication for your vault/master login
• Strong password generation according to your specifications
• Passkey support
• Cross platform support — If it doesn’t sync across all of your devices, something is going to fall through the cracks.
• Browser extension for auto-fill, so the minute a login screen pops up, your browser should detect the need for credentials and fill them in, awaiting only your approval by click.
• Easy search and organization tools
• Mobile app
• Secure backup and recovery options
• Import/Export Tools — Because the last thing you need is for your passwords to be spread across multiple digital password managers

Bonus Features

• Security alerts and/or a password health dashboard for compromised or reused passwords
• Secure sharing capabilities to let family members (or team members at work)
• Emergency access login for trusted contacts
• Secure notes
• Document storage with high (or no) limits
• Dark web monitoring
• VPN included in subscription
• 24/7 Customer Support

And of course, consider the costs — look for a free trial (or better yet, a free tier) to make sure you find it intuitive. Whatever you pick, don’t just think in terms of a monthly cost, but also the annual cost and total cost over a “lifetime” of  use. 

A digital password manager means that you no longer have hundreds of login credentials and related information on sticky notes and in notebooks, un-synced browsers, and spreadsheets. And definitely not in your memory.

Instead, everything can live in one organized, searchable, encrypted repository.

Keep Your Digital Password Managers Organized and Maintained

As discussed last week, dealing with the backlog of weak, compromised, and reused passwords will take a while. Once all your strong passwords are migrated into your new system, block time to periodically check (and update) compromised passwords and delete outdated, unnecessary ones.

MORE RESOURCES

For more on helping you select a digital password manager, try these resources. 

Cyb3R_Sm@rT!: Use a Password Manager to Create and “Remember” Strong Passwords (CISA.gov)

Trusting the Tech: Using Password Managers and Passkeys to Help You Stay Secure Online (National Cyber Security Centre, UK)

The Best Password Managers of 2026 (Security.org)

The Best Password Managers for 2026 (PC Magazine)

Best Password Managers for Android 2026 (ZDNet)

The Best Password Managers (Wirecutter)

Just don’t let analysis paralysis keep you from getting started. Any reputable password manager that you use consistently will improve your security more than whatever you were doing before.

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In the first post in this series, we focused on creating better passwords and passphrases, because what made a good login credential in 1997 (or even 2017) just doesn’t work today.

Today, we looked at password management systems for these new and improved security credentials.

Next time, we’ll examine how we prove who we are online with the new digital identity platforms increasingly used by federal governments.