Why is data synchronization important in password management?

Data synchronization is a process of continuously updating data between two or more devices so that a user always sees the most recent version of it. Because of the multiple benefits data synchronization provides, it is considered one of the most important functions in password management.

How does data synchronization work?

If you edited the same document with your colleague online simultaneously, you would want to see what the other person already typed. This way, you could know what progress has been made, whether or not there were any radical changes, you would be ready to continue your work at any moment.

This simplified example clearly illustrates how complex, large-scale data synchronization works. Each textual input is sent to a server in real-time (avoiding copying already identical inputs) – both made by you or your co-editor of the document. This information is then immediately sent back to both of your screens, the changes are displayed. The process is repeated back and forth until the system can no longer register any new updates (that is, you close the document.)

Why is synchronization important in password management?

Similar to the example of editing the text with a colleague, data is synchronized in password management. Some password management systems (such as PassCamp) implemented a data synchronization principle for processing passwords.

All passwords, stored in an encrypted password manager, are synchronized in real time among all the user devices.

How does data synchronization work in password management?

If a user uses the tool for personal purposes on phone and laptop, each time he adds a new password, that password is automatically synced on all his devices.

Similarly, if a person modifies the password (changes a symbol or a few, or updates completely), all the changes are automatically tracked and updated. This prevents a user from manually duplicating or copy-pasting passwords, thus risking the security and privacy of sensitive data.

Why is it essential?

In short, data synchronization provides password management reliability, convenience, and usage speed. That is why it is a necessary feature required from password managers developed for professional usage.

In the enterprise, lots of people use password managers to securely store the internal data of the company, clients, and business partners. Since these tools allow safe internal and external sharing, data synchronization plays a vital role.

First, a person securely shares a password with a few people. If, after some time, someone edits it – the former person himself or one of the people who had permission to edit – the new version of the password is synchronized throughout all the people’s vaults. This way, each person can see the recent and all the older versions of it. ( The older versions are saved and displayed applying the blockchain-based feature – History Log.)

Hence, data synchronization applied to password managers bolsters transparency, accelerates daily processes, and ensures secure password management.

Other methods – password synchronization & SSO

There is another model of how passwords can be synchronized between multiple systems. This method is (deceptively) called password synchronization.

Password synchronization is a way of achieving single sign-on by maintaining a single password across multiple systems. It is similar to an enterprise single sign-on solution known as SSO – a user can log in once and access services without re-entering authentication factors.

Both these methods are different from the one implemented in password managers. I. e., not the password is synchronized between devices, but the single password is used to access several related, independent software systems.

Benefits

The benefits of password synchronization and SSO are the following:

• reduced password fatigue;
• reduced time spent for entering login credentials;
• less dependency on the IT sector (as for changing or forgetting the passwords).

However, such password synchronization methods have some complexity and considerations that are worth the overview.

Criticism

Password synchronization relies on the fact that multiple systems enforce mutually agreed password standards (length of a password, special characters, etc.). Generally, some errors between the systems occur. For instance, one system might require special characters while another forbids them. This leaves a user with system failures and the need for manual login.

SSO

The heaviest criticism regarding SSO – one password immediately logs the user to all the related accounts. That poses a severe risk if the credentials are stolen, misused, or exposed.

Also, because of the SSO, the authentication systems become extremely critical – in case their availability is lost, access to all the systems unified under the SSO gets denied.

Another, less commonly discussed topic is the resource requirements for deploying an all-encompassing SSO solution. All other systems that require authorization must be integrated with the SSO and that either costs a lot, or takes a lot of time, or both. Unfortunately, the reality is usually that companies that deploy, still have a password manager as a complementary service for the systems that for one reason or another could not be integrated with the SSO.

Closing thoughts

Considering the benefits, complexities, and limitations, the data synchronization principle applied to password management is likely to be the most cost-effective, reliable solution in the market.

The password manager never logs the user to multiple systems or websites at once. Hence, it provides an additional layer of security (compared to other password synchronization methods). Plus, most password managers support Two-factor authentication – an extra step to confirm the identity.

These technical implementations, advanced security, and fast data synchronization solutions make password managers a noteworthy option in the current security-focused market.