Safety and compliance
Passwords, MFA and AI tools
An AI account often holds more business information than you think. How to secure it with strong passwords, two-factor authentication and good management.
5 min read
After a few months, an AI account holds a lot: conversations about customers, documents in projects, connections to your email and calendar. Whoever gets into that account gets access to a lot of business information. So secure it as well as your inbox.
Three basic measures
1. A strong, unique password. Use a different password for every account. A password manager makes that manageable.
2. Two-factor authentication (MFA). Turn it on for every AI account. An authenticator app on your phone is safer than a text message.
3. Sign in with your work account. With business plans you often sign in through your Microsoft or Google work account. You then manage access centrally and can shut it off when someone leaves.
Management in your business
- Who has which account? Keep a list.
- Leavers: close accounts on their last working day and hand over projects.
- Shared accounts: avoid them. Everyone having their own account gives oversight and security.
- Connections: only give AI tools access to email, calendar or files if it's really needed.
Never do this
- Paste passwords or codes into an AI conversation.
- Share two-factor codes with anyone.
- Sign in to an AI tool via a link in an email you weren't expecting.
Checklist
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Prompt to copy
We're a small business with [number] staff using these AI tools: [list]. Write a short procedure for managing AI accounts: creating them, securing them with two-factor authentication, approving connections and closing them when someone leaves. No more than one page, in plain language.
