1 Technology Updates Regional Meetings October 2009 Veronica Coates, AARP Tax-Aide National Technology Manager

2 Technology Updates  SC Guide – Technology Bullets  Consumables  Inventory and Allocation  Depot Computers  TrueCrypt UpGrade

3 Technology Updates - Consumables  Flash drives will be added to the Consumables List. They may still be bought from an outside vendor.  National Contract is with a new AARP vendor for this year.  Printer repair/replacement is part of the new contract.

4 Technology Updates - Consumables  Ordering process is closed from May until late September each year.  Once purchasing process has completed in AARP, a Consumables List and instructions will be sent out.

5 Technology Updates - Inventory  AARP owned equipment. Donated equipment. Equipment purchased at the local level with donated funds. Equipment purchased by National Office Desktops Laptops Printers Projectors

6 Technology Updates - Inventory  A complete Inventory requires: 1. Using the excel spreadsheet titled “Update Equipment Inventory Guide” located on the AARP Tax-Aide Extranet ****The spreadsheet is due to the AARP National Office on May 15 th of each year

7 Technology Updates - Inventory  Four Tabs  Read Me tab contains the purpose and instructions for the remaining tabs.  State Inventory tab required is the required spreadsheet that is to be sent the National office in May.

8 Technology Updates - Inventory  Inventory List tab is optional for use. Can contain required written inventory of all equipment for a state (purchased, donated and IRS), that is the responsibility of the TCS  Other tab is optional and should contain only working personally-owner and site- sponsored computers that are used in the program.

9 Technology Updates - Inventory  Status Abbreviations:  OK – Asset functioning and meets program’s needs  NW – Not Working  EX – Excess asset no longer meets program’s needs  ST – Lost or Stolen  RP - Replaced by National Office

10 Technology Updates - TrueCrypt  The new version of TrueCrypt has been released and is on the AARP Tax-Aide Extranet located in the Technology Tab  This new version  Uses Current TrueCrypt version 6.2  Version 6.2 is easier to use and faster  Supports more Windows Versions  Upgrade is Highly-Recommended for all Tax-Aide Computers

11 Technology Updates - TrueCrypt TY /3(a)First year used TY First Vista support TY Vista enhancements TY newTATCD Approach  Version 6.2 is Simplified:  No more Dual Internal Mode (P and S)  Uses P drive only, including for USB drives

12 Technology Updates - TrueCrypt  Windows 2000 Professional  Windows XP Home and Professional (32 and 64 bit)  Windows Vista (32 and 64 bit) with and without User Account Control (UAC) enabled  Windows 7 (32 and 64 bit)

13 Technology Updates - TrueCrypt  New Installation or UpGrade is very simple to use, almost automatic

14 Technology Updates - TrueCrypt  Program migrates older versions of TrueCrypt.  Automaticly converts older versions either ‘P’ or ‘S and P’ to new single ‘P’ Volume  Any files in the old volumes are moved to new volume  Works on Computer HD or USB Drives

15 Technology Updates - TrueCrypt  New Program includes ‘Password Change Tool’

16 Technology Updates - Depot Laptops  Changes/Fixes  Computers have more Memory - 512MB  Minimized the start-up programs to improve computer performance  Fixed shutdown problem when using a USB mouse  Antivirus software updates properly  Windows XP Service 3 and Adobe Reader 9.0 are installed.

17 Technology Updates - Depot Laptops  Issues:  The newer version of Internet Explorer will need to be installed, as the image contains version 6.0  The auto-run feature when a CD is installed is disabled. This means that a CD like the TaxWise install CD will not start automatically. The CD to be run from Start/Run menu and select the “Startup.exe” file or type "/startup” after the CD drive letter.

18 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 so we can track the Depot Laptop

19 Technology Updates - Security  This year in the AARP Tax-Aide program there were:  Twelve laptops reported stolen/lost.  Approximately 86 incidents of missing forms  Two lost flash drives.  More than 2800 Potential taxpayers affected.

20 Technology Updates - 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

21 Technology Updates Questions???????