digital data

IT Tips for Today’s Tax Professionals

April 2, 2019 by securewebsite

With tax day just two weeks away, many people may have their minds set on getting their taxes filed fast if they haven’t done so already. Tax professionals always find themselves swamped from February to May with businesses and individuals alike trying to finish up their taxes for the previous year. As a result, information technology (IT) may not be on the top of your mind as a tax professional but it should be.

With all of the personally identifiable information (PII) tax professionals work with on a daily basis from birthdates to social security numbers, IT security is a must to prevent breaches and data loss. Here are some top tips to keep your tax business and your clients safe.

Don’t Get Phished

Phishing emails are one of the most common ways hackers target businesses through email according to the Internet Security Threat Report Volume 24 by Symantec. “Employees of smaller organizations were more likely to be hit by email threats- including spam, phishing, and email malware- than those in large organizations,” according to the report.

Learn how to recognize phishing emails and train your employees to do so as well. Emails from unknown sources, especially those coming from someone pretending to be the Internal Revenue Service (IRS), e-Services, a tax software provider, or cloud storage provider should be deleted. Be sure to never open any link or attachments in suspicious emails as this is how the bad guys access your email and network. Note that the IRS never initiates initial contact through email with tax professionals regarding returns, refunds, requests for PII or other sensitive data.

The Symantec report does offer some good news in that “Phishing levels declined, dropping from 1 in 2,995 emails in 2017, to 1 in 3,207 emails in 2018.” This may be the result of better training and anti-phishing software. Be sure to keep your employees trained so your business isn’t phished.

Draft Your Data Plan

Every business, especially those in industries that are highly regulated or those that are often targeted due to the sensitive information they handle, should create a data security plan. When it comes to tax professionals, your security plan should use IRS Publication 4557, which addresses the proper safeguarding of taxpayer data. You will also want to look at Small Business Information Security- The Fundamentals developed by the National Institute of Standards and Technology, a non-regulatory federal agency charged with promoting U.S. innovation and industrial competitiveness.

These standards outlined in these publications will help you develop a data security plan that meets rigorous standards and the individual needs of your tax business. If you need assistance developing a data security plan, third-party vendors such as ORAM Corporate Advisors can handle this for you through an IT assessment.

Security Software

You’ll need to review the internal controls your business has in place to protect its data. Start with installing anti-malware and anti-virus software if you haven’t already done so, or if you have, you may want to update the software you have in place. This will need to be done on all of the devices used for business from laptops and desktops to routers and tablets. Don’t forget about your phones as well. Be sure to keep your security software set to automatically update as software companies push out updates and patches regularly.

Powerhouse Passwords

Be sure to use passwords that are powerful. Use a mix of at least 8 or more upper and lowercase characters, numerals, and signs in your passwords. Ensure your passwords are strong and unique for each different login you have. While this might seem overwhelming, there are a number of password managers available that can help you keep them all straight.

You will also want to password protect every wireless device in case of loss or theft. Use a phrase or words that are easily remembered and periodically change your passwords. Finally, never use old passwords and use multi-factor authentication wherever possible. Be sure to train your employees on these password best practices as well.

A Prescription for Encryption

In addition to strong password protections, one of the best ways to secure data in your tax business is to encrypt sensitive files and/or emails. In a worldwide survey of businesses by Statista, encryption was “employed extensively” by 63 percent of enterprises in 2018. Another 24 percent of businesses survey by Statista said encryption was partially deployed in their company databases. There are many types of encryption software to choose from. At ORAM, we recommend Mimecast for email encryption. For full-drive encryption, ORAM recommends eSet Endpoint Encryption so you can encrypt your sensitive files when they are in storage.

Back It Up

Be sure to back up all of your sensitive data to protect your business in the event of a disaster scenario. Ransomware is rampant, viruses can infect your network, and natural disasters such as fires and hurricanes can wipe out your data. To ensure that you always have access, have a backup plan in place and know exactly what you are backing up and to where. See ORAM’s blog on “The Biggest Backup Mistakes Businesses Make” to learn what to avoid.

Proper Disposal

Make sure that when you dispose of data, it’s being done so properly. Whether you are super shredding hard copies of data or replacing old computers, be cognizant of how you do it. All of your old computer hard drives should be wiped clean or destroyed before you dispose of them. This is also true of printers which can also store sensitive data.

Limit Access

Limit access to taxpayer data to only those employees who require it to fulfill their job duties. This is meant to protect both your client data as well as your own business. While many breaches happen due to outside sources, internal threats are still an issue in organizations around the world.

As a matter of fact, an online article from Security Intelligence reported that insider threats account for nearly 75 percent of security breaches. Disgruntled employees, those recently let go, and others may be ready to turn on your business to make a buck or out of spite. In the IT world, this limited access is known as the practice of least privilege. Be sure to employ it to protect your business from insider threats.

Check Your IRS e-Service Account

Be sure to check in on your businesses IRS e-Service account on a weekly basis. This allows you to ensure that the number of returns your business has filed with its EFIN is correct. If there are any discrepancies with the number of returns filed, contact the IRS immediately. Additionally, you will want to report any data theft or loss immediately. You will need to determine the appropriate IRS Stakeholder Liaison with whom to report the loss.

Keep In Contact

Stay in contact with the IRS and keep abreast of new developments though a subscription to the e-News for Tax Professionals, the latest national and local IRS news. QuickAlerts sends important messages, within seconds, to keep you up to date on the events that affect authorized IRS e-file providers like you. You can also keep in contact with the IRS through various social media as an authorized IRS e-file provider.

The IRS also has a Data Security Resource Guide for Tax Professionals that details the signs of data theft, teaches you how to report data theft to the IRS, and provides a number of data theft links. We recommend all tax professionals download the guide and read through it so you are prepared for a worst case scenario. This way you won’t be struggling for resources when you’re already under stress.

If you need more assistance securing the data of your tax business, please contact ORAM today at (617) 933-5060 or visit us online. We are happy to schedule a free initial consultation to get your tax business on the road to better security fast.

Major components of a solid cybersecurity plan for businesses

January 15, 2019 by securewebsite

It happens every day. Businesses of all sizes experience data breaches which can lead to the loss of proprietary or private client data, damage a company’s reputation, or even unleash lawsuits. The consequences can be so damaging, in fact, that an organization may face closure as a result.

In addition to the aforementioned concerns, small to medium-sized businesses face additional challenges that larger businesses often don’t; a lack of IT personnel, funding for strong IT, and knowledge for developing a cybersecurity plan, for example. With that said, there are several major components every business owner and leader should consider when creating a solid cybersecurity plan that will serve to best protect their organization.

IT Audit
The first step in creating a cybersecurity plan for your business is to conduct an IT audit. An IT audit is when your company’s information technology (IT) infrastructure, policies, and operations are examined and evaluated for security purposes and to see if they measure up to best practices. This will help determine where your security is strong and where it needs improvement.

Information technology audits allow businesses of all sizes to determine if the controls (hardware, software, practices, and policies) they have in place protect the company’s assets, ensure the integrity of data, and align with the organization’s overall goals. These audits are typically conducted by IT auditors who examine the physical security of your business in addition to the security of your information systems ranging from financial controls to your company’s overall business policies.

Some IT organizations such as Oram Corporate Advisors offer free technology assessments to get you started. These free technology assessments can assist in strategically evaluating whether your IT infrastructure is ready to grow, identify areas of opportunity for improvement, and can “red flag” areas that require deeper analysis and adjustments. Just remember that all technology assessments are not created equal and you often get what you pay for.

When it comes to IT audits, they can be expensive, but businesses need to have them to secure their organizational data, assure clients that their information is safe, and to protect their reputation. Additionally, many industries are now required by their state and/or federal government to participate in regular audits among other IT regulations. Be sure to check with your state and federal government to determine if your business is affected by such IT regulations. Your IT auditor should be able to answer these questions for you as well and assist your business with regulatory compliance requirements.

The cost of an IT audit can be prohibitive for many small to medium businesses. As a matter of fact, they can run into the thousands depending on how much work has to be completed to conduct the audit. Fees are typically charged on an hourly basis and can range from IT company to IT company. Most IT auditors should be willing to give you a free estimate, however, so you know what your investment will be.

Employee Training
The next step in developing a solid cybersecurity plan for your business is to train your employees. After all, your employees can be your strongest line of defense or your weakest link. Information technology best practices require regular IT training for all employees.

Every employee should know certain IT rules such as not opening emails or attachments from unknown or untrusted sources. Phishing scams are one of the most common ways hackers attempt to infiltrate business networks using email. Other items employees should be trained on include spear-phishing, executive whaling, and malware. Training should also include specific company IT policies and procedures that support better data security. Employees should also be trained in a myriad of other topics such as the proper disposal of confidential data (both digital and hard copy), how to handle requests for information, and how to report a suspected breach.

A blog by Forbes magazine online offers small and medium businesses five tips on how to train employees. While these are general training guidelines for any type of employee education, they can also be applied to IT training. In addition to hosting your own educational meetings, most IT companies offer employee training for best IT practices as well. The cost for such training will depend on which company you hire, how frequently you wish to schedule training, and how many employees you have.

Your WISP
The third component of your business cybersecurity plan should be your written information security plan or WISP. This encompasses many items and includes several steps in and of itself. You will need to sit down with an IT specialist and outline a WISP that is specific to your business and the information it holds. Your WISP will need to include the following at a minimum:

Objective– Outlines your WISP including the creation of effective administrative, technical, and physical safeguards for the protection of personal and proprietary information.

Purpose– Outlines what your WISP will do such as ensuring the security and confidentiality of personal information, protect against any anticipated security threats, and protect against unauthorized access or use of information.

Scope– In formulation and implementing your WISP, outline the scope of the plan including reasonably foreseeable internal and external risks, the potential and likelihood of damage caused by such risks, evaluate the sufficiency of your existing IT policies, and design and implement a WISP that puts safeguards into place to protect data. In addition, regular monitoring of the effectiveness of those safeguards should also be included.

Data Security Coordinator– Designate a data security coordinator in your WISP that will implement, supervise, and maintain your written plan. They will head the initial implementation of your plan, train employees, and regularly test the safeguards outlined in the WISP. The security coordinator will also evaluate the ability of each third-party service provider to supply appropriate security measures for information to which they have access. They will also review the scope of the security measures in the WISP and conduct annual training for all employees including the owners, managers, and independent contractors as well as temporary employees who have access to personal information.

Internal Risks– Identify probable internal risks to security, confidentiality, and/or integrity of electronic, paper, or other records containing personal or proprietary information. Also evaluate how to limit such risks and implement necessary measures for reducing them.

External Risks– Identify probable external risks to security, confidentiality, and/or integrity of electronic, paper, or other records containing personal or proprietary information. Also evaluate how to limit such risks and implement necessary measures for reducing them.

Implement Your Plan
Implementing your business’s cybersecurity plan is the next step. This includes adding data security features you have opted to employ in addition to making employee training a reality, integrating new software such as updated anti-virus and/or firewall programs on your network, and updating patches to existing software.
Other layers of your cybersecurity plan should include:

Social Media Education– Hackers can find personal information online from social media sites such as Facebook, Instagram, and LinkedIn that they can use to manipulate employees of companies, getting them to disclose personal or sensitive information. Train employees about social media best practices as well as the use of different passwords for each site, software, or application they use. Emphasize your company’s security protocols as well as IT best practices such as the use of least privilege.

Let’s Get Physical, Security– While you may think your building is secure enough to protect your sensitive data, good hackers know how to penetrate this type of security. Be sure not to leave computers exposed and destroy all hard drives using professional services. Physical security breaches can be avoided by encrypting hard drives, leveraging cloud backups, and enclosing hardware ports exposed to the public. Employing theft recovery software, checking door locks and cameras, and properly disposing of shredded paper also help.

Wi-Fi Protection– Wireless internet can also pose a threat. Wi-Fi signals can extend beyond office walls. A bad actor can connect to your signal from far away and infiltrate your network where they can steal files containing proprietary or personal information. Businesses should employ WPA2 (Wi-Fi Protected Access 2) protocols as they are safer than the old WEP (Wired Equivalency Privacy) or WPA (Wi-Fi Protected Access) protocols. Ensure your router has a strong, unique password that is not easily guessed.

Password Protocols– Passwords should be changed often and kept private. Train employees on this and teach them that the strongest passwords include uppercase and lowercase letters, numerals, and special characters. Additionally, passwords need to be different across all accounts. The best way to remember passwords is to use a password manager. There are some free password managers available but the most secure ones typically charge a small annual or monthly fee. Most also allow businesses to sign up for a membership that covers all employees.

Two-Factor Authentication– Even with difficult, unique passwords on every account, seasoned hackers can often penetrate security. As a backup, it’s best to employ multifactor authentication wherever possible. Most large companies use it including Apple, Google, and Dropbox. Using a mobile number and/or email account, multi-factor authentication provides an added level of security. Your business can also implement it with other applications and services as well. New technology such as facial recognition, fingerprints, and/or ultrasonic sounds are on the near horizon and companies should prepare to employ more secure technologies as soon as they are commercially available.

Email Security– This is the most necessary asset for your business to protect. Once in your email, hackers can reset passwords and wreak all types of havoc so be sure to prioritize protecting company email. Never click links in emails or attachments from untrusted or unknown sources as these could take you to a phishing site that looks like a real website. Using Google Gmail and Google Apps is recommended given they have the best spam, virus, and phishing protections available in addition to multifactor authentication already built in.

Anti-Virus– Keep your anti-virus updated at all times. While this helps protect your email and other sensitive information, new malicious viruses are always being created. That means anti-virus companies are always updating their software to address the threats on their “blacklists.” Consider using a service that employs a “whitelist,” which only allows software and programs that are pre-approved to be downloaded adding extra security to your network.

If you need assistance with conducting an IT audit, crafting an IT plan or WISP, or implementing your plan, contact Oram Corporate Advisors today at (617) 933-5060. You can also reach out to us online. Our professionals are always here to support your business with superior IT and IT services.