NTC/TCS/TRS Training Dallas 2009 HMR modified for NY3 Security.

NTC/TCS/TRS Training Dallas 2009HMR modified for NY3

Security

2 NTC/TCS/TRS Training Dallas 2009

HMR modified for NY3

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

If data is lost or stolen, the responsible organization must assume the worst, and notify:

Clients in certain circumstances Regulatory bodies Technology Specialist



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.



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



Standards of Conduct

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



“Need to Know….”

Sharing taxpayer information is limited:

From Client Facilitator to Counselor

From Counselor to QR From QR to ERO



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



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



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



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



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



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



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



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



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



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



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



Security

For more details review Part 2 of the Technology Management Guide

QUESTIONS???????

NTC/TCS/TRS Training Dallas 2009 HMR modified for NY3 Security.

Documents

Transcript of NTC/TCS/TRS Training Dallas 2009 HMR modified for NY3 Security.