Multi-Factor Authentication: When and Why You Should Use It?

Gone are the days when simple static usernames and passwords seemed enough to access user accounts securely. However, when passwords are the only form of authentication, it increases the risk of data breaches and online attacks.

Weak and stolen passwords are common ways hackers gain access to user and employee accounts, exploiting data and network resources. Hence, it becomes mandatory to have a more robust and additional security layer, which MFA offers.

MFA is an authentication process that provides user access after verifying the user through multiple authentication factors, thereby improving the security posture and reducing the risk of data breaches. In this blog, we will learn about why do we need an MFA and how it can help businesses of all sizes.

What is Multi-Factor Authentication?

MFA's full form in security is multi-factor authentication, which is basically a multi-step process for verifying a user's identity before granting access. In this setup, users must authenticate themselves to verify their identity using multiple factors, in addition to their username and password. 

This additional layer of security can be as simple as an email code fingerprint or facial scan. This helps reduce unauthorised access within the system.

Factors in MFA

For the smooth operation of MFA, it relies on some crucial factors. Only after verifying two or more factors has access been granted to the users. Some of the crucial factors of MFA are listed below:

Something You Know

This factor of MFA is based on the information or knowledge that only the user has. It can be a passport, security questions, etc. It is the easiest type of authentication and also easy to compromise.

Something You Are

Another common MFA factor is something you are, which depends on the unique feature of the user. This can include fingerprints, facial features and other biometric characteristics. This type of MFA authentication is difficult to compromise or steal due to its uniqueness.

Something You Have

This factor involves a physical object the user possesses, such as a smartphone, security token, smart card, or hardware key. The system verifies access only when the user has this item in their possession.

How Does MFA Work?

The various factors of MFA create an additional layer of security, reducing the likelihood of attacks and breaches. Let us understand how multi-factor authentication works step by step.

Step 1: Enter the Username and Password

The very first step of MFA authentication is to enter the username and password. This is based on the first factor, which is something you are familiar with.

Step 2: Additional Layer of Authentication

After adding the first layer of security, the system automatically requests the second factor, which is based on something you have, such as a token device, or something you are, such as facial recognition or fingerprints.

Step 3: Verify and Access Resources

After entering the second factor, the system will verify if both factors are correct. If both the authentication factors are correct, then the system will provide access to the network or resources. If any of the factors are incorrect, then access to the system will be denied.

Why is MFA Important?

The cyberattackers have become crafty. Simply having a username and password will not help business as it can be easily compromised. Here are some of the reasons why MFA is important for business:

Enhanced Security

Since MFA requires users to provide multiple identity proofs and credentials before accessing their respective accounts, it prevents hackers from misusing stolen passwords or user devices. Thus, MFA adds an extra layer of security and protection, ensuring that cracked passwords will not allow hackers to access the network assets and applications.

Reduced Unauthorised Access

Another reason why we use MFA is that it helps mitigate unauthorised access. Even if the first layer of MFA, which is username and password, is breached, attackers can not bypass the second factor. The MFA is a crucial security measure that can prevent automated attacks on accounts.

Reduced Phishing Attacks

Another reason we need MFA is that it helps reduce phishing attacks. Phishing attacks are the most common cybersecurity threats. If users have accidentally revealed their username and password to attackers, the additional security layer in MFA can prevent the attackers from gaining access to the resources.

Easy Set-Up and Customisable

MFA is quite easy to set up and does not impact the network architecture, even though it is an additional security step from the user’s end, which may result in user friction. However, the overall user experience is quick, friendly and easy to follow. 

In addition, it is a customisable security solution that allows enterprises to tailor each authentication factor from multiple options, thereby customising the user experience to meet their specific needs.

Better Security Policy

MFA in security complies with multiple regulatory requirements. Several industries, organisations and geographical regulations require multi-factor authentication (MFA). 

Some examples are HIPAA, the Payment Service Directive 2 (PSD2) and the Payment Card Industry Data Security Standard (PCI-DSS), which require MFA to prevent unauthorised users from accessing payment processing systems.

Enhanced User Trust

Another reason why we need MFA is that it enhances user trust. When users see that multiple layers of authentication protect their accounts, they feel more confident that their personal information and sensitive data are secure from unauthorised access.

Improved Access Management

The MFA helps in providing better access management. It ensures that only authorised users can log in by requiring multiple forms of verification. This helps organisations control who accesses their systems and reduces the risk of insider threats or unauthorised logins.

How MFA Addresses Different Attack Types?

Password Spraying

In password spraying, cyber attackers attempt to use common passwords across multiple accounts to gain unauthorised access. However, with MFA, even if the attacker has a password, they need to go through another form of authentication, such as OTP, fingerprint, etc., to gain access.

Brute Force Attack

In brute force attacks, attackers try all possible password combinations to break into an account. However, MFA adds a second, time-sensitive layer, such as an OTP or push notification. This makes it much harder for attackers to succeed, even if they correctly guess the password.

Man in the Middle Attack

The attackers intercept communication between a user and a system to steal login credentials. However, with MFA, even if attackers obtain the username and password, they still need a second authentication factor, which is time-sensitive, making it difficult for them to gain access.

Account Takeovers

Account takeover occurs when an attacker gains full control of a user’s account. MFA significantly reduces the risk because access requires more than just a password. The second factor, such as a biometric or one-time code, helps stop attackers from successfully taking control.

Credential Stuffing

Credential stuffing involves using leaked usernames and passwords from one site to access accounts on another. MFA prevents this by requiring an additional authentication step that attackers do not have, effectively stopping the attack even if the credentials are valid.

Examples of Multi-Factor Authentication: When Do We Use MFA?

Remote Access for Employees

One of the common examples where MFA techniques are most often employed is when an organisation wants to provide remote access to its workforce. The organisation set up multi-factor authentication, where the employee needs to enter a time-sensitive OTP, fingerprint, etc., in addition to entering the username and password. 

Depending on the employee ID address, the organisation can set the MFA security rules. Furthermore, if the employee is working from an unfamiliar wi-fi network, the organisation may require three-factor authentication.

System Access to On-site Employees

The MFA is also used for on-site employees. In a hospital, a proximity badge is used to grant employees access to patient data and health applications. When the employee enters the hospital, they must log in and tap their badge into the central system. 

This will help in accessing the patient data and health applications during the shift. At the end of the shift, they need to tap their badge once on the central system to revoke access. This will help in preventing unauthorised access.

Best Practices to Implement Multi-factor Authentication

MFA is the strongest security measure a business can adopt. However, if businesses implement changes in a way that affects their user experience, then it is not the right approach. Here are some best practices for using multi-factor authentication.

Use Multiple MFA Options

One effective practice for implementing multi-factor authentication is to utilise multiple MFA options. These multiple MFA options can be email, app, biometrics, authenticator apps, biometrics, etc.

Implement Risk-Based Authentication

Another best practice business needs to implement while employing MFA is risk-based authentication. This can be triggered when the system detects any suspicious activity.

Seamless Authentication Methods

In addition to this, businesses should utilise seamless authentication methods, such as biometrics and push notifications, that require minimal user interaction.

Provide Clear Instructions

When implementing the MFA technique in the business, employers should provide clear instructions to employees on how to use and utilise different MFA features.

Implement Single Sign On

Another best technique a business needs to employ is using the MFA with the single sign-on. This will help reduce the number of times users need to authenticate themselves to gain access. It eases the whole authentication process.

Conclusion

There are numerous Multi-Factor Authentication advantages. Today, many organisations are leveraging multi-factor authentication, as it prevents identity and credential theft, reinforces a Zero Trust set up, protects weak employee passwords, enhances security and improves the user experience.

If you are looking for a secure MFA solution, check out our InstaSafe Zero Trust Security solutions to leverage Adaptive Multi-factor Authentication to validate a user’s identity through multiple customised authentication factors.

You can also book a demo today to get smart, secure and authenticated access with MFA and SSO to verify user identity and prevent data breaches.

Frequently Asked Questions

Can ZTNA and MFA be employed simultaneously?

Yes, ZTNA (Zero Trust Network Access) and MFA can be employed simultaneously and are often used in conjunction with each other. MFA verifies user identity, while ZTNA enforces strict access controls based on continuous verification. 

Together, they provide a stronger, more adaptive security framework against unauthorised access.

Who should use the MFA technique?

MFA should be used by anyone who needs to protect sensitive data and prevent unauthorised access. This includes individuals securing personal accounts such as email, banking and social media, as well as businesses aiming to protect corporate systems and confidential information. 

Organisations in high-risk sectors, such as healthcare, finance, government and education, especially benefit from MFA due to the sensitive nature of the data they handle.

Do businesses need proper training to implement MFA?

Yes, businesses do need proper training to implement Multi-Factor Authentication (MFA) effectively. Employees must understand how MFA works, how to use the authentication methods and how to respond to potential security alerts. 

Additionally, IT teams require training on configuring, managing and troubleshooting MFA systems to ensure a smooth deployment and effective user support.

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