We recently shared how a woman stole $2.7 million from her employer. This week the Internal Revenue Service and its partners outlined six critical steps for tax professionals to protect their email and equipment for the purpose of safeguarding sensitive tax data. We saw the usual tips detailed and thought it could use a modern twist. So save yourself the boring, stuffy read the IRS has to offer while considering these enhanced bookkeeping security six tips.
1. Get an Antivirus software
It is the most obvious of tips. However, some still use no sort of virus protectant. A good anti-virus program should be able to scan your device for the latest viruses as well as have solutions for them. This includes the ability to scan individual files such as downloads. These files should always be scanned even if it is from a trusted source. You never know if they have been infected and don’t know it. A few good programs include:
- Bitdefender Antivirus Plus.
- McAfee Antivirus Plus.
- Symantec Norton AntiVirus Basic.
- Webroot Secure Anywhere.
- Total AV.
- Avira.
2. Use a Firewall
Computers as old as Windows XP can have a firewall already built in. Firewalls operate by shielding you from malicious or useless network traffic that attempts to access your hard drive to install software. Firewalls may be configured to block this sort of data from certain locations or apps while allowing relevant data through.
Most new computers have firewalls built in. We’ll show you how to activate them.
How to Enable Windows 8 and Windows 10 Firewall
- Open the control panel.
- Click on Windows Firewall.
- Turn firewall on.
- (if the computer is older, try enabling Windows Defender).
How to Enable Mac OS Firewall
- Open your system preferences.
- Choose security and privacy.
- Choose firewall, click the lock, enter your password.
- Turn on the firewall.
3. Backup Everything
It’s bound to happen. It may be an electrical storm, random power surge, ransom ware, etc. At some point you will need to have your data on a separate device in case the worst happens. Critical data should regularly be backed up using an external source, such as a hard drive. You may also keep files online as part of a secure cloud storage service. You should always make sure that your backed up data is encrypted.
4. Two Factor Authentication
Many devices, accounts, etc come with the option to go through a two factor authentication. We recently experienced such a task while accessing our Amazon account. Your device may ask for you to prove who you are twice before you can use it under mysterious circumstances such as a laptop moved to a different time zone. Two factor authentication is also highly recommended for accounts such as your email, bank accounts, credit cards, or any data that could be sensitive should it be broken into.
5. Encrypt Your Hard Drive
You could be in for big trouble if you have tons of sensitive data on your hard drive. Even if your computer is password protected, there are ways around that. Your data can be copied once a hacker has your machine. Unless it is protected via encryption. Full-disk encryption transforms data on your computer into unreadable files to any unauthorized user attempting to access the computer.
6. Data Security Plan
The Security Summit reminds tax professionals to have a security plan. We also think a good plan is to give your sensitive files creative names. Do not name it “passwords” or any variation of it should you have a file or two that contains actual passwords. Give it a name only you will recognize as your password file. And never use “password,” “password123,” or anything like those as your actual passwords. Birthdays don’t work either.
Be sure to click here. to read the entire findings for the Security Summit.
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