{"id":67458,"date":"2019-10-20t12:00:27","date_gmt":"2019-10-20t16:00:27","guid":{"rendered":"https:\/\/48e130086c.nxcli.net\/?p=67458"},"modified":"2020-06-18t10:08:51","modified_gmt":"2020-06-18t14:08:51","slug":"3-ways-to-keep-client-files-safe-from-security-threats","status":"publish","type":"post","link":"\/\/www.g005e.com\/2019\/10\/20\/3-ways-to-keep-client-files-safe-from-security-threats\/","title":{"rendered":"3 ways to keep client files safe from security threats"},"content":{"rendered":"
<\/a>make technology your ally. by jody grunden<\/em><\/p>\n have you ever been contacted by the irs with the fbi involved? i can tell you from firsthand experience that it\u2019s a bit alarming when that happens.<\/p>\n more:<\/strong> how \u2018tech stacks\u2019 can help you standardize<\/a> | automation and the future of accounting<\/a> | the rise of the virtual cfo<\/a> | ready to be a virtual cfo?<\/a> | the only three metrics you need to measure staffers<\/a> we were once contacted by the irs because they thought our server had been compromised. when the field officer who came to our office asked to see our server, we explained that we didn\u2019t have a server. she was a little surprised by that information and then asked where we kept our files. we explained that we use cloud storage and programs designed specifically for encryption and security. fortunately for us \u2013 and unfortunately for them \u2013 it ended up being another cpa firm in our area that had been hacked, but the experience confirmed for us that we were taking the right measures around the security of our clients\u2019 files.<\/p>\n being cloud-based and taking proper measures around security helps prevent threats like this from happening.<\/p>\n here are three areas to consider when it comes to keeping client files secure:<\/p>\n 1) cloud storage:<\/strong> cloud storage programs allow you to store, share, back up and collaborate on your files and projects. it\u2019s really important when we work remotely that files are stored in the cloud and don\u2019t reside on any one person\u2019s computer where others can\u2019t easily access the information they need at any given time.<\/p>\n 2) encryption:<\/strong> encryption programs create an encrypted folder that can be placed inside your cloud storage folder. encryption is necessary to protect files, especially when it comes to sensitive information. a stolen laptop or a hacker over public wi-fi could result in serious data breach issues. in addition to encryption, we advise employees never to use public wi-fi. connecting to public wi-fi at a coffee shop, airport or hotel puts all of the files on your computer at risk.<\/p>\n 3) password security:<\/strong> password management services store encrypted passwords in private accounts. we require employees to set up random, unique passwords and not to use weak passwords such as names or the word \u201cpassword\u201d \u2013 admit it, you\u2019ve done that before!<\/p>\n password management services allow you to randomly generate long-character, complex passwords and store all of those passwords securely using browser extensions and auto-fill functions that make access easier than having to look up the information and type it in each time. also, it is imperative to use two-factor authentication on your password management system as it is the gateway to all of your passwords.<\/p>\n our it team also randomly sends out phishing emails to our own team members to see if they take the bait. it may seem like a strange practice, but it becomes a great training opportunity. it helps team members learn to recognize those types of emails, and they are trained to notify our it team when they do.<\/p>\n","protected":false},"excerpt":{"rendered":"
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\nwe take security very seriously because, when it comes to handling finances and taxes, we\u2019re dealing with very sensitive information. we don\u2019t have a server. all of our files are cloud-based. we also use encryption to protect data from being accessed in case someone\u2019s computer is lost, stolen or otherwise compromised.<\/p>\n