What is User Authentication? Strengthening Digital Security

Every business has sensitive information that needs to be protected from both outsiders and employees. Ensuring that only authorized individuals can view and edit them goes a long way toward safeguarding confidential data from cyber threats, data breaches, and other forms of prohibited use. 

With user authentication, you can keep your business information out of the hands of people who could use it against you.

The goal of user authentication is to confirm that the person trying to gain access is who they say they are. Access is granted or denied based on whether this identity can be verified. Businesses can protect their information with user authentication protocols in a variety of ways. 

For instance, a user may try to sign into a company’s customer relationship management (CRM) software with their username and password. If they’ve forgotten their login information, they may be offered other options to sign in, like entering a one-time code that the system sends to their verified email or phone number. 

These applications may also provide a self-service password reset that lets users update their own login credentials without involving IT.

Authentication vs. authorization 

Authentication and authorization are both important security processes as part of access control, but their functions deviate. Let's look at the basic difference between authentication vs. authorization. 

Authentication focuses on confirming the identity of a user or their device. 

Authorization, the next step in the process, determines which specific applications or files the verified user can access based on their assigned role. It focuses on the permission level for certain tasks or particular resources.

How user authentication works 

In order to attain access, users need to prove that they are who they claim to be. This happens through a three-step process, no matter which authentication methods are used. 

• The users input initial login information. Users must first provide their login credentials for the information they want to access. The user provides credentials, such as a username and password, or a biometric identifier like a fingerprint or facial recognition. 
• The system compares login information to network data. Using the information provided, the system compares the credentials against those stored in the authentication server. These credentials are hashed and thus unreadable for enhanced security, but they can still be compared when the user is attempting to log in. This can involve checking a database, validating a digital certificate, or analyzing biometric data.
• Authentication is granted or denied. If the login information has been entered correctly, users can access what they need. Without the right information, access is denied. If a user knows that they typically have access, they may be able to do a password reset and update their own details. It’s important to do this before too many incorrect attempts lock the user out of the system.

User authentication methods

Businesses can implement numerous options as part of their user authentication protocol. Each relies on different types of information to securely access a system or file and, in some cases, may use a combination of factors to enhance security levels even further. 

These user authentication methods are typically broken into three types:

• The knowledge factor relates to something a user must know to gain access, such as a username, password, or PIN.
• The possession factor asks for something a user has, like a fob, pass, or phone. In some cases, it could also be an email address that can receive a unique login code or password reset link.
• The inherence factor most often refers to biometric data that can be used for logging in, like a fingerprint or face recognition scan. 

Passwords

Using a password to log in is the most common type of user authentication. A strong password that combines letters, numbers, and characters can protect user details from brute force attacks, wherein hackers attempt to guess passwords through large scale trial-and-error entry.

Multi-factor authentication (MFA)

Two-factor (2FA) or multi-factor authentication requires users to provide at least two pieces of information before they gain access. After entering a username and password, a secure, one-time login code is sent to an email or phone as the final verification step.

Biometric data

Fingerprints and faces are difficult to replicate, which makes them some of the most secure means of user authentication. This is especially the case when they’re used in conjunction with other login details. Not only do these unique features keep data better protected, they also improve the user experience by creating a seamless login and credential verification process when a fingerprint or face is scanned.

Certificate-based

Third-party authentication servers can create and issue digital certificates that users can then log in with. The login process is faster because a number of each user’s details have already been confirmed before the certificate is registered. The system checks that the certificates are still valid and current before granting access to the user.

Token-based

Similar to certificate authentication, token-based methods give users a single authentication and then a token to verify their identity for future logins. The user should not have to provide additional login information again as long as the token isn’t expired. This is commonly used with “Remember Me” check boxes for logging into websites, which lets the user bypass entering details for 30 days.

Single sign-on (SSO)

Single sign-on, or SSO, allows users to log in to different systems with the same credentials as other applications. For instance, logging into a system using Google Account data is becoming more common. Users enter their Google information when prompted, rather than specific login credentials for that particular website or application. This is particularly helpful with cutting down login and verification time for integrated applications on one system.

Why user authentication is important

Company data could be exposed to anyone who is able to gain access to the business network when user authentication methods aren’t set up. Cybercriminals can easily exploit this, putting critical and confidential business information at risk of loss and misuse through a data breach. 

This costs organizations millions of dollars and it can significantly damage relationships with customers due to lack of trust and poor reputation. By implementing user authentication practices, your business can benefit from:

• Increased security. With login verification and protections in place through user authentication, data is better protected from unauthorized access.
• Greater compliance. Industries that must comply with data protection laws, like finance and healthcare, are under even greater pressure for user authentication measures.
• Improved trust. Whether a business has customer-facing data or not, security protocols like user authentication build trust and confidence in the organization’s commitment to safety. 
• Enhanced accountability. By applying user authentication methods throughout the business, you’re able to monitor and track activity. This helps if issues arise, as tech teams can review access trails.

Best practices for user authentication 

Having a user authentication process in place makes for a great first step toward protecting data, but businesses have to take several more to ensure that security stays at the highest possible level. 

Use strong passwords and password managers 

Most business hacking occurs because users have weak passwords. Encouraging your team to regularly change their passwords that are unique and difficult to guess options maintains higher levels of security. 

If users are worried about remembering passwords, they can use a password manager to store data. They only need to remember a single secure password to access it.

Establish automatic timeouts 

You can configure an automatic timeout that requires users to re-enter their login credentials if they don’t log in to a particular system for a certain amount of time. This is how token-based authentication works for many applications, but you can also implement it across network systems or additional applications at your business. 

Set up device recognition

Certain devices, like in-office computers, can be configured to automatically log a user in when they’re on the network. This can save time when verifying user identities, but only implement it on devices that you trust.

Always implement new updates

No matter the type of user authentication you use, you should always update your systems when prompted by the manufacturer. Developers routinely update their software tools due to advancing technology, and they also provide patches for existing vulnerabilities. Without updating these authentication tools, your business could be at risk from a cyber attack.

Review authentication logs

Just as you would with any other form of important business documentation, you should routinely audit your authentication logs to monitor for suspicious logins or login attempts, along with any activity that could signal a cyber attack. Your IT or security team should review these logs at least monthly, if not weekly, to check for strange activity.

User authentication: frequently asked questions (FAQs)

What are the benefits of strong authentication?

Strong authentication can help prevent unauthorized access, reduce the risk of data breaches, protect sensitive information, improve overall security posture.

How can organizations improve user authentication?

Organizations can improve user authentication by implementing strong password policies, enforcing multi-factor authentication, using biometric authentication, regularly updating and patching systems, educating users about security best practices.

What is token-based authentication?

Token-based authentication is a method where users are issued a token, which can be physical or virtual, to access a system or application. This token is often used in conjunction with a password or PIN to provide an additional layer of security.

How does social login work?

Social login allows users to sign in to a website or application using their existing social media accounts, such as Google, Facebook, or Twitter. This eliminates the need for users to create new accounts and passwords. However, it's important to note that social login can introduce security risks if the underlying social media platform is compromised.

What is a user authenticator?

A user authenticator is a device or software that verifies a user's identity. It can be a physical device like a smart card or a software-based solution like a SSPR or a password manager software.

Why does user authentication sometimes fail? 

User authentication can fail due to various reasons, including weak passwords, phishing attacks, malware, technical failures, and user error. 

Lock it down or lose it!

Protecting your business’s most valuable data, whether it’s customer details or proprietary information, should be one of the top priorities in your organization. 

With cyber crime growing every year, you have to take control over who has access to this information. Don’t rely on outdated technology – implement updated user authentication methods to keep your business safe.

Monitor for possible vulnerabilities to your business security systems with risk-based vulnerability management software that helps you find and react to potential threats.