How to Securely Send the Tax Document to the Accountant
The age of the internet has allowed us to do everything from the comfort of our homes. During tax time, people are more inclined towards taking remote help from the CPA Certified Accountant and professional than actually meeting them in person. This means they also think of sending the necessary information and document through email.
Well, email may not be the best way of sending critical information. This is because even a single mistake can result in data falling into the wrong hands, resulting in identity theft and data breaching.
Since tax documents contain highly sensitive information, it is best to deliver the documents in the most secure and reliable way possible.
In this blog, we will take a look at tried and tested ways of securely sending tax documents to the accountant.
1. First, make a list:Start by making a list of all your 1099s, W-2s, and other tax-related documents. This way, you can accomplish two things. First, you will have an idea of what exactly you have sent to your accountant. So, even if something doesn’t make through, you will have an idea of which document it was.
Second, you will end up creating a checklist that can be used for the next year, too.
2. Make backup copies: If you are expected to send the actual or original copies, then it is important that you make duplicate copies of each document before sending them. This way, you won’t lose the critical information permanently if the documents get lost.
You can scan or photocopy the documents to generate PDF files or image files that can be securely stored on your computer or a flash drive. Regardless of which option you choose, ensure that you have a backup copy before sending out the original documents to your accountant.
3. Hand deliver if at all possible: One of the best and secure ways of passing along the documents is by handing them directly to the intended recipient.
Use this old-school tactic to deliver the tax documents directly to the hands of the accountant. At the least, you can hand it to the assistants, receptionist, secretary or any other office personnel. This way, you can directly eliminate any risk of losing the documents in transmission keep your critical information safe and secure from hackers and scammers.
4. Opt for direct mail: You may not realize it, but mail delivery is quite secure and probably the second-best way of sending the tax documents if hand delivery isn’t possible.
This is because mailed documents are protected from casual eavesdropping due to the affixed envelope. Also, in the U.S, opening someone else’s mail falls under crime. Even though that won’t stop determined criminals, but at least there are laws to punish the felon.
But again, mail can get damaged or lost. So, it is always best to send backup copies instead of the originals. Also, don’t forget to use tracking services and request services like a signature on delivery to know who received the mail.
5. Fax the documents: One of the quickest and relatively secure ways of sending the tax documents is by faxing them.
As long as the phone line of your accountant isn’t tapped, your transmission won’t be intercepted.
While using this method, ensure that the fax number is correct so that you don’t send it to an unintended recipient. And sometimes, the faxed documents can be hard to read.
So, opt for faxing documents only if you have to send a few pages.
6. If email is the only way, then encrypt it: Yes, email is fast and convenient, but it poses security risks. But, if you take proper precautions such as encrypted communication methods, then you can increase the security.
If you don’t want to spend on encrypted services, then the least you can do is placing the tax documents in password-protected ZIP, PDF, or DOC file. You can share the password with the accountant on call or through other secured means of communication.
7. Opt for secure portals: Another option you can use is uploading tax documents on a secured portal.
Such servers offer a secure medium to the client and their tax professionals to view documents easily and securely.
Besides, the secure portal also lets you create a passcode for every document uploaded on the portal, meaning only the person with a password can access the docs.
Even though the internet has opened doors of possibilities, it has various drawbacks, too. So, make sure that you stay vigilant while using the internet for tax purposes. If you find that you have been compromised, then contact Internal Revenue Services (IRS) immediately.
Also, if you don’t have a reliable accountant to look after your complex tax situation, then Just Call Jack to work with CPA Certified Accountant.