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

NTC/TCS/TRS Training Dallas 2009 HMR modified for NY3 2 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

NTC/TCS/TRS Training Dallas 2009 HMR modified for NY3 3 Security  If data is lost or stolen, the responsible organization must assume the worst, and notify:  Clients in certain circumstances  Regulatory bodies  Technology Specialist

NTC/TCS/TRS Training Dallas 2009 HMR modified for NY3 4 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.

NTC/TCS/TRS Training Dallas 2009 HMR modified for NY3 5 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

NTC/TCS/TRS Training Dallas 2009 HMR modified for NY3 6 Standards of Conduct  ALL volunteers must sign the Standards of Conduct statement  Counselors  Technology Coordinators  EROs  Local/District Coordinators  Client Facilitators

NTC/TCS/TRS Training Dallas 2009 HMR modified for NY3 7 “Need to Know….”  Sharing taxpayer information is limited:  From Client Facilitator to Counselor  From Counselor to QR  From QR to ERO

NTC/TCS/TRS Training Dallas 2009 HMR modified for NY3 8 Returns via  No returns may be sent as attachments to  Do not send to a fellow counselor for their input or to taxpayer  The only reason to a return would be to send to TaxWise to help solve a problem  Use TaxWise mail, within the program

NTC/TCS/TRS Training Dallas 2009 HMR modified for NY3 9 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

NTC/TCS/TRS Training Dallas 2009 HMR modified for NY3 10 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

NTC/TCS/TRS Training Dallas 2009 HMR modified for NY3 11 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

NTC/TCS/TRS Training Dallas 2009 HMR modified for NY3 12 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

NTC/TCS/TRS Training Dallas 2009 HMR modified for NY3 13 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

NTC/TCS/TRS Training Dallas 2009 HMR modified for NY3 14 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

NTC/TCS/TRS Training Dallas 2009 HMR modified for NY3 15 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

NTC/TCS/TRS Training Dallas 2009 HMR modified for NY3 16 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

NTC/TCS/TRS Training Dallas 2009 HMR modified for NY3 17 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

NTC/TCS/TRS Training Dallas 2009 HMR modified for NY3 18 Security  Reporting a Loss of Computers  Call Ext or or /6027  Call police if there is a theft  Call Technology Specialist  Inform your Supervisor

NTC/TCS/TRS Training Dallas 2009 HMR modified for NY3 19 Security For more details review Part 2 of the Technology Management Guide QUESTIONS???????