In an era where cybercriminals continually evolve their tactics, tax professionals are a prime target due to the vast amounts of sensitive information they handle. The Internal Revenue Service (IRS) and the Security Summit partners are urging tax professionals to adopt six critical steps to safeguard both their clients’ data and their own operations. Known as the “Security Six,” these basic security measures are essential for ensuring a fortified defense against identity thieves and hackers.
These six critical steps are relatively simple to implement but highly effective in safeguarding sensitive information. They include the use of anti-virus software, firewalls, multi-factor authentication, backup services, encrypted drives, and Virtual Private Networks (VPNs). Let’s break down the importance of each measure.
1. Anti-Virus Software: The First Line of Defense
Anti-virus software is crucial in detecting and neutralizing malware—malicious software designed to disrupt, damage, or gain unauthorized access to computer systems. As hackers continuously develop new malware strains, anti-virus vendors update their software daily to protect users from the latest threats. Tax professionals must ensure their anti-virus software is up-to-date to protect client data from potential breaches.
2. Firewalls: Protecting the Network Perimeter
A firewall acts as a digital barrier, preventing unauthorized access to computer networks. Firewalls block malicious or unnecessary traffic from reaching internal systems. This is essential for tax professionals, as it helps prevent hackers from infiltrating their networks and accessing sensitive taxpayer information. Every tax office should have a firewall to ensure data is shielded from external threats.
3. Multi-Factor Authentication: Strengthening Access Controls
Passwords alone are no longer enough. Multi-factor authentication (MFA) requires an additional step, such as entering a security code or using a biometric identifier like a fingerprint, to verify the user’s identity. Under new Federal Trade Commission (FTC) rules, tax professionals are required to implement MFA, providing an extra layer of protection against unauthorized access.
4. Backup Software or Services: Ensuring Data Availability
Regularly backing up critical data is essential, not only for protection against cyberattacks but also for recovering data in the event of hardware failures or natural disasters. Tax professionals should use backup software or services to create copies of their files and store them externally, ensuring data is always recoverable.
5. Drive Encryption: Keeping Data Secure
Drive encryption converts data into unreadable files that can only be accessed by authorized individuals. This is critical for tax professionals who store sensitive client information on their computers. Encrypting drives ensures that even if a device is lost or stolen, the data remains secure and inaccessible to unauthorized users.
6. Virtual Private Network (VPN): Securing Remote Connections
With many tax professionals working remotely or connecting from public or unsecured networks, using a VPN is essential. A VPN creates an encrypted tunnel between the remote user and the company’s network, providing a secure connection and protecting sensitive data from interception. This is especially important for tax firms with employees working from various locations.
Conclusion: A Simple Yet Critical Approach
The “Security Six” offers tax professionals a straightforward yet effective starting point for enhancing the security of their operations. While these steps may seem basic, they provide a critical defense against identity thieves and cybercriminals. In an increasingly connected world, protecting taxpayer information is not just a regulatory requirement—it’s a responsibility. Implementing these six measures can help tax professionals maintain the trust of their clients and ensure the integrity of their practice.
By adopting the Security Six, tax professionals can navigate the digital landscape with greater confidence, knowing they are taking proactive steps to safeguard their most valuable asset: their clients’ trust.
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