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Security

Security. Security. Unintentional disclosure of private information is rising Laptops are a favorite target for thieves Laptops are not the only way sensitive data is lost, but Laptops are easy to steal, easy to sell. Security.

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Security

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  1. Security

  2. Security • Unintentional disclosure of private information is rising • Laptops are a favorite target for thieves • Laptops are not the only way sensitive data is lost, but • Laptops are easy to steal, easy to sell

  3. Security • If data is lost or stolen, the responsible organization must assume the worst, and notify: • Clients in certain circumstances • Regulatory bodies • Technology Specialist

  4. Security • This year in the AARP Tax-Aide program there were: • Twelve laptops reported stolen/lost (14 in TY2007 and 28 in TY2006). • Approximately 86 incidents of missing forms. • Two lost flash drives. • More than 2800 Potential taxpayers affected.

  5. Security • Potential identity theft letters were sent out to 2300 taxpayers • Many state laws do not require notification when computers and/or devices are encrypted • Networking TaxWise minimizes the number of computers with Taxpayer data • TW On-Line eliminates Taxpayer data on computers

  6. Standards of Conduct ALL volunteers must sign the Standards of Conduct statement Counselors Technology Coordinators EROs Local/District Coordinators Client Facilitators

  7. “Need to Know….” • Sharing taxpayer information is limited: • From Client Facilitator to Counselor • From Counselor to QR • From QR to ERO

  8. Returns via e-mail • No returns may be sent as attachments to e-mail • Do not send to a fellow counselor for their input or to taxpayer • The only reason to e-mail a return would be to send to TaxWise to help solve a problem • Use TaxWise mail, within the program

  9. Forms 8879 & 8453 These forms with attachments are to be kept at ONE location designated by Local Coordinator or ERO Forms 8453 with supporting documents are to be sent to IRS (not SPEC) within 3 days of return being acknowledged Both 8879 & 8453 forms need to be secure at all times

  10. Form 8879 • Form 8879 with supporting documents are to be sent to IRS SPEC offices according to IRS schedule • Some weekly, some monthly, etc • Under no circumstances are any 8879s to be retained by any personnel after April 30

  11. Where to Prepare • All returns are to be prepared in front of the taxpayer • They don’t drop off their documents • All returns are to be prepared at a site • We don’t prepare our neighbor’s returns • Shut-ins are the exception

  12. Encryption • ALL installations of TaxWise are to be on encrypted drives with passwords • TrueCrypt – new easier version 6.2 • SecureDoc on IRS computers • TaxWise is also password protected • This includes installations on personal computers for class work

  13. Transmitting Computers • There are instances where it is necessary to use personal computers • These are NOT to be used as transmitting computers for TaxWise desktop versions. • In case of illness of an ERO, the transmitting computer MUST be passed on to a new ERO

  14. Laptop Security All laptops must be secured while at the site. Operating System must be password protected Anti-Virus and Firewall (AVG for all but IRS PCs which uses Symantec) – Others OK on loaned PCs with an updating subscription If you take a break, exit TaxWise If a laptop is in a volunteer’s car, it is to be placed in the trunk – BEFORE leaving the site, not after arriving at a destination

  15. Laptop Security Taxpayer data must not remain on preparing computers after ERO has indicated that they have been accepted – Recommend client/server network to eliminate this problem All laptops must be under the control of a volunteer at all times during site hours

  16. Removal of Data • At the end of the season, taxpayer data is to be removed from ALL computers by April 30 - TPClear does not delete created reports or copies of DCRs, etc. in .pdf format – They must also be deleted • IRS computers – Wipe Disk • AARP computers • Personal computers • Transmitting computers

  17. We Are Professionals • We are to act as professionals, even though we are volunteers • We don’t gossip, or discuss taxpayers with other people, not even our own families • At times discussion is necessary between counselors

  18. Security • Reporting a Loss of Computers • Call 1-800-424-2277 Ext 36021 or 36027 or 1-202-434-6021/6027 • Call police if there is a theft • Call Technology Specialist • Inform your Supervisor

  19. Security For more details review Part 2 of the Technology Management Guide QUESTIONS???????

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