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Understanding the Importance of Two Factor Authentication in Document Security

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An essential safety characteristic worth seeking in a virtual data room is that of two factor authentication. Simply put, two factor authentications relates to a procedure where increased measures are taken to affirm an individual’s identification before permitting them to perform a particular activity.

Two-factor authentication is not a novel form of security; on the contrary it has long been recognised as one of the ways to log in to online systems. With the help of a secondary authentication method, a more secure practice is involved than just employing a password.

Two-factor authentication, or 2FA as it is generally referred to, is the term that applies to the function of necessitating more than one way to gain entry into an account or access to a document each time it is used. In addition to simply typing in a password, there is an additional security measure that needs to be verified; a protected personal identification number or arbitrarily rendered access code must also be entered to get a final access to the account or document.

A common instance in the real-world can be instrumental in understanding how two factor authentication works, in order to reach a better understanding of it. Withdrawing money from an ATM is one just example.  An individual requires a bank card to be inserted into the ATM machine in order to draw out money or perform any other actions with his account.  However inserting the card is not enough, the individual is also asked to enter a personal identification number to complete the security process.  This is how two factor authentication works. In theory, any person can gain access to an individual’s bank card, either by stealing or making a copy, but it is unlikely that the fraudulent person is also aware of the ATM pin.

Two factor authentication works similarly in a virtual data room as a document security feature.  In a typical scenario, two factor authentications involves having permitted users go through two different times of identity verification before permitting the authorised users to view any files on the shared network.  For instance, other than entering the appropriate password and username, the authorised user would also need to complete another identification step through his personal device, such as his mobile. In the mobile verification step, a unique code is texted to the phone number concerned with that specific username. The authorised user is able to continue the process of logging in and accessing the document in the virtual data room only by entering the unique code sent to him on his mobile.


Selecting a virtual data room with a two-factor authentication system is extremely vital as it helps in preventing unlawful users from gaining access to classified information and data. With the help of two factor authentication, even if an individual’s password and username has been compromised, the second step of the authorisation process could conceptually prevent the intruder from logging in.

Requiring an extra authentication method beyond a password can help prevent attacks on sensitive documents – thus making two factor authentications an extremely vital security feature.  If the user has a simple password that is easy to guess, standard password access can be easy to bypass as the users password can be easily observed while typing in, or by using the same password on another online location that has already been compromised.

With the help of a second form of authentication, intruders and hackers would not only have to compromise the password but also the mobile phone, which makes the attack much more improbable.

Author Bio: This article is published on behalf of Locklizard, a document security company. They provide products related to document security and digital rights management (DRM).

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