Two-factor Authentication

Police Digital Service is serious about the security of the Knowledge Hub. This includes ensuring that all users who use the Knowledge Hub have the authority to do so, and are who they claim to be. To provide a high level of assurance that only authorised persons are able to access information on the Knowledge Hub, Police Digital Service has mandated the use of two-factor authentication (2FA) for specific classes of users.

2FA uses a combination of two different factors to confirm a user’s identity: 1) something they know; 2) something they have; and / or 3) something they are. In the case of the Knowledge Hub, this will be something they know (username & password), and something they have (a security token generated by a smartphone).

2FA is mandatory for the following groups of users and they will not be able to access the Knowledge Hub group(s) until it is successfully applied:

  • Group facilitators (of all group types);
  • Non-whitelisted users; and
  • Whitelisted users who are members of one or more OFFICIAL-SENSITIVE (OS) groups.

Whitelisted users who are members of OFFICIAL groups only, do have the option of enabling 2FA if they wish to or are required to do so by a Group facilitator.

NOTE: users require access to a smartphone device to complete the 2FA process. This is ideally a work smartphone, however, if users are not able to download the required applications on a work device, a personal one may be used.

Microsoft Authenticator (MA) is the preferred software app generator for 2FA on the Knowledge Hub. However, another authenticator app of the user’s, or the force's, choice may be used instead. As a prerequisite to completing the 2FA process on the site, users must install an authenticator app on their smartphone device (if they do not have this already).

The groups of users stated above will be prompted to set up 2FA at the point of logging in to their account on the Knowledge Hub. Users may also be prompted to set up 2FA if their role changes whilst they are active on the site (e.g. from a whitelisted user to a group facilitator).

Setup guidance for the Microsoft Authenticator can be found in the PDF below: