Password Policy – System Documentation

1. Purpose

The purpose of this Password Policy is to ensure that all user accounts are protected with strong, secure passwords that reduce the risk of unauthorized system access and safeguard organizational and user data.

2. Scope

This policy applies to:

• All users accessing the application

• All modules, services, and pages where a login or password update is required

• Both internal and external users of the system

3. Password Requirements

3.1 Length Requirement

• Password length must be greater than 8 and less than 15 characters.

3.2 Complexity Requirements

The password must contain at least the following:

1. One uppercase alphabet (A–Z)

2. One lowercase alphabet (a–z)

3. One numeric digit (0–9)

4. One special character, such as:
   @, #, $, %, &, *, !

3.3 Restrictions

• The password must not contain the username or email address.

• The password must not contain simple or common patterns, such as:

  • 123456

  • password

  • qwerty

• Password must not contain more than 3 repeating characters in sequence, such as:

  • aaaa

  • 1111

  • !!!!

3.4 Reuse Restriction

• The user cannot reuse previously used passwords.

• The system will validate against previously stored passwords and reject repeated values.

3.5 Confirmation Requirement

• The Confirm Password field must match the Password field exactly.

• Mismatched passwords will show a validation error.

4. Validation Behavior (UI & System)

4.1 Real-time Indicators (as per screen)

• When user types a password, green success indicators appear below the password field:

  • Length condition met

  • Uppercase present

  • Lowercase present

  • Number present

  • Special character present

• If any requirement fails, the corresponding rule remains inactive.

4.2 Error Messages

If the password does not meet the policy, the system displays:

Password does not meet the password policy requirements.

4.3 Confirm Password Validation

If the confirmation does not match:

Confirm Password must match the Password.

5. Security Goals

This policy ensures:

• Strong user credentials

• Reduced chances of unauthorized system access

• Compliance with industry-level security practices

• Protection of sensitive user and system information

6. System Audit & Logging (Optional)

Every password update may be logged with:

• User ID

• Time of password change

• Result (Success / Failed)

• Reason (Policy violation, mismatch, etc.)