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Technology Specialist

Technology Specialist. Susan T. Key stkdc14@cox.net 623.376.9263. Security Data Security Physical Security Technology Updates Inventory Who’s in charge Consumables AZ Tax-Aide Web Site. AARP TaxAide Required & Recommended Security Controls. Data Security:.

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Technology Specialist

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  1. Technology Specialist Susan T. Keystkdc14@cox.net623.376.9263 Security Data Security Physical Security Technology Updates Inventory Who’s in charge Consumables AZ Tax-Aide Web Site

  2. TCS Presentation; State Meeting of November 2010

  3. AARP TaxAide Required & Recommended Security Controls Data Security: • ALL Volunteers MUST sign the Standards of Conduct statement (test) • “I will safeguard the confidentiality of taxpayer information” • “I will exercise reasonable care in the use and protection of equipment and supplies” • “I will not solicit business from taxpayers or any related information for benefit for me” TCS Presentation; State Meeting of November 2010

  4. Need to Know • Defined: Involvement is required to accurately process the information • Obtaining guidance in tax return completion • Quality Review of the finished return • Sharing information during the transmission process • Conclusion: Sharing personal taxpayer information with others as a matter of curiosity/interest is NOT acceptable. TCS Presentation; State Meeting of November 2010

  5. Do's and Don'ts • Do NOT send Taxpayer data via regular e-mail • Forms such as 8879, W2s, 1099s MUST NOT be kept by any Volunteer beyond April 30th • All returns must be prepared in front of the Taxpayer • All Taxpayer records given back to him/her TCS Presentation; State Meeting of November 2010

  6. Do’s and Don’ts • Any media where data resides MUST contain Encryption software • Includes removable storage devices • Exception – Backup files created by TaxWise • Personal computer use is discouraged • Virus/firewall software must be reliable and regular updates performed • TPClear • Taxpayer data must be purged from ALL equipment – no exception – by April 30th TCS Presentation; State Meeting of November 2010

  7. Password Protection NEW ONES SPECIFIED EACH SEASON THEY ARE TO BE SHARED ONLY WITH COUNSELORS NEEDING ACCESS PASSWORDS MAY BE WRITTEN DOWN ONLY IF WELL HIDDEN FROM OTHERS AT ALL TIMES • BOTH OS AND TW ADMIN MUST BE PASSWORD PROTECTED PASSWORDS ARE NOT TO BE SENT TO OTHERS VIA OPEN E-MAIL TCS Presentation; State Meeting of November 2010

  8. Viruses and Hackers • Use of MSE – Microsoft Security Essentials • Free (AVG contract will not be renewed) • REQUIRED on all AARP purchased laptops • Update frequently • Networking is encouraged • Only one computer will contain data • Taxpayer data must not be stored on site-sponsor-owned computers • All data should be removed before equipment disposal TCS Presentation; State Meeting of November 2010

  9. Promote Confidentiality • Conversations should be discreet • Personal TP information should NOT be left out • Computer screen displays should be minimized or closed if a Counselor leaves the area QUESTIONS? TCS Presentation; State Meeting of November 2010

  10. Physical Security • Sites MUST NOTbe located in Volunteer homes • Store on site equipment in a secure locked location • Who has the keys? • Vehicles – do NOT store or leave unattended • All forms and reports with TP data MUST be safeguarded • A Volunteer needs to be present at ALL times equipment or paperwork are accessible to others • Setup should minimize taxpayer data seen or overheard – be discreet TCS Presentation; State Meeting of November 2010

  11. TCS Presentation; State Meeting of November 2010

  12. Strongly encourage the use of TWO • Improved security • No data is stored locally • Intrusion detection – CCH has software to reduce the threat of hackers • No need to backup, restore or transmit • No encryption software required • Concurrent access to other internet resources TCS Presentation; State Meeting of November 2010

  13. Technology Updates Any Client ID associated with a Desktop EFIN can access TWO training HOWEVER, Set up an ADMIN user first (same admin that may have accessed Customer Support) Admin user manages other users Create returns, and practice “transmit e-files” if user is permitted – TWO Training for desktop users TCS Presentation; State Meeting of November 2010

  14. TCS Presentation; State Meeting of November 2010

  15. Technology Updates - Depot Laptops • When you receive the computers they should be immediately inspected to be sure they are complete and will boot. Each computer ships with a case and a plastic bag that contains the power supply, a mouse and an Ethernet cable. If you are short this bag or the computer does not work notify the depot immediately. Also email taxaidetech@aarp.org so we can track the Depot Laptop quality. • User = Volunteer Pwd = Tax2save • Admin user = 2Depot Pwd = Help4You! TCS Presentation; State Meeting of November 2010

  16. Technology Updates - Depot Laptops 2010 Tune-up – IRS VITA Image Recommend fulltune-up if laptop will be used as a server in a client/server network Not recommended as server May not be necessary if used as a workstation or standalone May or may not have wireless capability TCS Presentation; State Meeting of November 2010

  17. Technology Update • Desktop Software Change – Multiple EFIN setup “simplification” – NOT Confirmedcarry forward capability • TrueCrypt upgrade is in testing phase • Finalized image disks for AARP HP6110 and HP6310 • Windows 7 • Waiting for National to work with Microsoft for enterprise license • Order from TechSoup with permission of Diane Pearson and Sue Key • Finalized image disk for Dell Vostro TCS Presentation; State Meeting of November 2010

  18. Wireless TWO for TaxWise 2010

  19. Wireless TWO for TaxWise 2010 • NEW Personal, donated and site provided computers only require two simple on-line security scans to qualify for use. • Norton Security Scan (scans for malware & general vulnerability to hackers) • SecuniaOnline Software Inspector (OSI),(insures that security related programs are up to date) • Both scans run in Seconds, and nothing is actually installed on the computer

  20. Questions? All the updated software, technology documents and links are available on the Extranet – aarp.org/tavolunteers. I’m not done yet!! TCS Presentation; State Meeting of November 2010

  21. Inventory

  22. Consumables – the Basics Certain Listed Consumables, specifically some print cartridges and projector bulbs, mustbe obtained directly from the AARP Nationalvendor without out-of-pocket expense. NO REIMBURSEMENT FOR LISTED ITEMS! Each state has one representative (and a back-up) that may order directly from the vendor. Printer repair/replacement is part of the new contract – initial contact by TCS QUESTIONS? TCS Presentation; State Meeting of November 2010

  23. AZTax-Aide.org TCS Presentation; State Meeting of November 2010

  24. TCS Presentation; State Meeting of November 2010

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