I’ve been using 1Password for years and years and years now to securely store, manage and fill passwords and other things like secure notes, credit card numbers, or my address.
I’ve used it for my own accounts of course, but also for numerous client accounts — often half a dozen passwords or more per client.
Over the years accounts and clients have come and gone, changed, updated, and I’ve ended up with well over 1,000 entries, many redundant. How best to clean up?
Today I decided to make a fresh start, with a new vault that contains current data. I’m keeping the old vault, of course, in case I still need some of that outdated information.
The first ‘problem’ was how to move items between vaults. Turns out it’s easy.
You can move multiple items at once in the 1Password app on your Mac.
- Open and unlock 1Password.
- Select an item. Select multiple items by holding down the Command key and selecting them. Select all items in a list by pressing Command-A.
- Choose Item menu > Share.
Select the vault where you want to move the item(s), then choose Move.
The first thing I did, after making a new vault and setting it in Preferences as the one to use from now on, was to make a new Smart Folder. I set the folder to list any items I had used within the last 90 days.
Once I had my smart folder of passwords I selected all of them and moved them to the new vault.
Then I went through other items such as Notes, Identities and Credit cards and moved them too. Along the way I deleted a couple of recently used items that just don’t belong.
I know for a fact that there are passwords and other items in the old vault that I haven’t used for a year or more and will need sometime in future. Now they’ll be readily available in the old vault, but I won’t be looking at a thousand or more redundant items every time I open up my 1Password vault to check something.
Extra 1Password Tips
Here are some things to think about with your 1Password vault.
- You should be using a super strong password to access your vault. Is there someone who should have access to that password in case you die or are incapacitated? Perhaps you should leave a copy of the password with your lawyer or a family member.
- Should you have someone’s password for the same reason? Store it in a secure note in your vault.
- Use 1Password’s Security Audit feature from time to time to alert you to passwords that may need changing because they could be weak or insecure.