You don’t need to be paranoid about digital security. But you do need a system. When everything is in place, it saves you time, protects your assets, and avoids the kind of chaos that happens when someone leaves without handing things over.
Here’s how to keep things organised and secure.
Use a password manager
Instead of storing logins in a notes app or spreadsheet, use a password manager like:
- 1Password
- LastPass
- Bitwarden
You can securely share access with your team, update credentials when needed, and keep an audit trail. No more guessing old passwords or wondering who has the latest version.
Keep an access log
Maintain a simple document or internal list that tracks:
- Which platforms your business uses
- Who has access to each one
- What role they have (admin, editor, viewer)
- When they were last reviewed
Update it when someone joins or leaves the team.
Use business emails
Avoid using personal Gmail or Hotmail accounts for anything business critical. Always set up accounts using a work domain like hello@yourcompany.com.
This makes it easier to reset passwords, transfer access, and keep ownership in-house.
Create handover documents
If you’re working with freelancers, agencies, or new hires, prepare a short handover doc that includes:
- Platform names and login instructions
- Links to relevant guides or training
- Clear responsibilities and boundaries
You don’t need a formal policy. Just a plan that’s written down and easy to follow.
Back up your files
Even if everything is in the cloud, make a habit of saving final versions of:
- Logo files and brand guidelines
- Videos, photos, and media
- Invoices and contracts
- Website exports (if applicable)
We store backups for 12 months after your project, but it’s worth having your own copy too.
If something feels off, ask
If you notice a strange login, a missing file, or a suspicious email - speak up. Better to check early than deal with a security issue later.
