Today's Technology for Tomorrow's Firm.
Issue link: https://cpapracticeadvisor.epubxp.com/i/58700
TIPS & TRICKS How Secure is Your Paperless Process? 5 Things to Consider with Online Document Security L 6 ast month (www.CPAPracticeAdvisor.com/10625996), I wrote about how I believe online backup of data, including client and fi rm data, is more reliable and safe than backing up fi les to another computer, device or CD, especially ones that are housed in the same offi ce or building. It's also a lot easier and can even be automated, which removes the biggest factor for potential problems: Human error. Whether using an online service for general data backup and recovery purposes, or using other paperless document utilities, such as online document management systems or workfl ow productivity tools, there are several security issues that users should at least be aware of. T is is par ticularly true for tax and accounting professionals who handle the most sensitive of client data. For those who are still reluctant Isaac M. O'Bannon, Editor Isaac is the Editor for CPA Practice Advisor, having joined the publication in September 2002. Through his experience in the areas of consumer and professional- level software and peripherals, as well as knowledge of the public accounting fi eld, he provides reviews of technologies used by accountants and their business clients as well as contributing a regular column that provides helpful information that ranges from improving search techniques to when to upgrade a computer to computing security issues. He can be reached at isaac.obannon@cpapracticeadvisor.com. APracticeAd or skeptical of the security of online data, the odds are that, even if you or your client don't use online por- tals, much of that same information is still "out there," because banks and fi nancial institutions store the data on connected and redundant servers. No security system is perfect, of course, but despite the occasional media story about a potential leak or hack of information, data stored on your own PC is still much more likely to be stolen or lost due to technical problems. So, what should you think about dealing with paperless files? The answer is pret y much the same things April 2012 • www.CPAPracticeAdvisor.com you should be aware of when using any web-based systems. Fortunately, "awareness" doesn't mean you have to become an expert at these issues, just knowledgeable enough to ask some good questions. Email T e most common mistake professionals can make is sending an email to a client with sensitive information (SSN, TIN, account num- bers, etc.) in either the message of the email or in an at ached fi le. Over the past 15 years, even novice technology users have come to rely on email for day-to-day business and personal communications, and it is invaluable for tasking, broad messaging, sched- uling and other general tasks. But never, ever (ever) email an offi cial client document to anybody, including the client or others in your fi rm unless you have a built-in Out- look plug-in like Acct1st's CPA SafeMail, or your document manage- ment solution has a similar tie-in to your email program. There is one exception to this,