Security NTCTCSTRS Training Dallas 2009 HMR modified for

Security NTC/TCS/TRS Training Dallas 2009 HMR modified for NY 3

Security o Unintentional disclosure of private information is rising o Laptops are a favorite target for thieves o Laptops are not the only way sensitive data is lost, but o Laptops are easy to steal, easy to sell NTC/TCS/TRS Training Dallas 2009 HMR modified for NY 3 2

Security o If data is lost or stolen, the responsible organization must assume the worst, and notify: q Clients in certain circumstances q Regulatory bodies q Technology Specialist NTC/TCS/TRS Training Dallas 2009 HMR modified for NY 3 3

Security o This year in the AARP Tax-Aide program there were: q Twelve laptops reported stolen/lost (14 in TY 2007 and 28 in TY 2006). q Approximately 86 incidents of missing forms. q Two lost flash drives. q More than 2800 Potential taxpayers affected. NTC/TCS/TRS Training Dallas 2009 HMR modified for NY 3 4

Security q Potential identity theft letters were sent out to 2300 taxpayers q Many state laws do not require notification when computers and/or devices are encrypted q Networking Tax. Wise minimizes the number of computers with Taxpayer data q TW On-Line eliminates Taxpayer data on computers NTC/TCS/TRS Training Dallas 2009 HMR modified for NY 3 5

Standards of Conduct o ALL volunteers must sign the Standards of Conduct statement q q q Counselors Technology Coordinators EROs Local/District Coordinators Client Facilitators NTC/TCS/TRS Training Dallas 2009 HMR modified for NY 3 6

“Need to Know…. ” o Sharing taxpayer information is limited: q From Client Facilitator to Counselor q From Counselor to QR q From QR to ERO NTC/TCS/TRS Training Dallas 2009 HMR modified for NY 3 7

Returns via e-mail o No returns may be sent as attachments to e-mail q Do not send to a fellow counselor for their input or to taxpayer o The only reason to e-mail a return would be to send to Tax. Wise to help solve a problem q Use Tax. Wise mail, within the program NTC/TCS/TRS Training Dallas 2009 HMR modified for NY 3 8

Forms 8879 & 8453 o These forms with attachments are to be kept at ONE location designated by Local Coordinator or ERO o Forms 8453 with supporting documents are to be sent to IRS (not SPEC) within 3 days of return being acknowledged o Both 8879 & 8453 forms need to be secure at all times NTC/TCS/TRS Training Dallas 2009 HMR modified for NY 3 9

Form 8879 o Form 8879 with supporting documents are to be sent to IRS SPEC offices according to IRS schedule q Some weekly, some monthly, etc o Under no circumstances are any 8879 s to be retained by any personnel after April 30 NTC/TCS/TRS Training Dallas 2009 HMR modified for NY 3 10

Where to Prepare o All returns are to be prepared in front of the taxpayer q They don’t drop off their documents o All returns are to be prepared at a site q We don’t prepare our neighbor’s returns q Shut-ins are the exception NTC/TCS/TRS Training Dallas 2009 HMR modified for NY 3 11

Encryption o ALL installations of Tax. Wise are to be on encrypted drives with passwords q True. Crypt – new easier version 6. 2 q Secure. Doc on IRS computers q Tax. Wise is also password protected o This includes installations on personal computers for class work NTC/TCS/TRS Training Dallas 2009 HMR modified for NY 3 12

Transmitting Computers o There are instances where it is necessary to use personal computers o These are NOT to be used as transmitting computers for Tax. Wise desktop versions. q In case of illness of an ERO, the transmitting computer MUST be passed on to a new ERO NTC/TCS/TRS Training Dallas 2009 HMR modified for NY 3 13

Laptop Security o All laptops must be secured while at the site. Operating System must be password protected o Anti-Virus and Firewall (AVG for all but IRS PCs which uses Symantec) – Others OK on loaned PCs with an updating subscription o If you take a break, exit Tax. Wise o 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 NTC/TCS/TRS Training Dallas 2009 HMR modified for NY 3 14

Laptop Security o 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 o All laptops must be under the control of a volunteer at all times during site hours NTC/TCS/TRS Training Dallas 2009 HMR modified for NY 3 15

Removal of Data o 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 q IRS computers – Wipe Disk q AARP computers q Personal computers q Transmitting computers NTC/TCS/TRS Training Dallas 2009 HMR modified for NY 3 16

We Are Professionals o We are to act as professionals, even though we are volunteers o We don’t gossip, or discuss taxpayers with other people, not even our own families q At times discussion is necessary between counselors NTC/TCS/TRS Training Dallas 2009 HMR modified for NY 3 17

Security o Reporting a Loss of Computers q Call 1 -800 -424 -2277 Ext 36021 or 36027 or 1 -202 -434 -6021/6027 q Call police if there is a theft q Call Technology Specialist q Inform your Supervisor NTC/TCS/TRS Training Dallas 2009 HMR modified for NY 3 18

Security For more details review Part 2 of the Technology Management Guide QUESTIONS? ? ? ? NTC/TCS/TRS Training Dallas 2009 HMR modified for NY 3 19