how does email work?
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Client Portals & Transferring DocumentsBlake Ulam, CPA.CITPWeyrich, Cronin & [email protected]
How does email work?
Image from www.niso.org
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How does Email Work?
Image from www.niso.org
Security and Privacy
• Why do we care?
▫ Federal and State mandates
▫ Civil and Criminal Penalties
▫ Company reputation
▫ Trusted Advisor
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Security
• Authentication▫ Who is signing on?
• Authorization▫ What access do they have?
• Audit▫ Who did What and when?
Privacy
• Protection of client information▫ Financial Data
• Protect their identity▫ SSN’s▫ HIPAA▫ SOX▫ GLBA
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Email Security Options
• Secure File Transfer services▫ 3rd party provider▫ Email files without size or security restrictions▫ Web based, utility based, Outlook Add-in LeapFILE YouSendIt ShareFile
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Drawbacks• Additional steps needed to send file or
• Additional program or add-in to install
• Still requires staff adherence to company standards and guidelines
• Faith in a 3rd party vendor
• Possible confusion for recipients
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Email Encryption
• Message Encryption Services▫ Secure messaging between business partners,
customers, or individuals without any additional software, hardware, or technical training.
▫ Automatic enforcement of organizational email encryption policies.
▫ User-initiated encryption for confidential messages.
▫ Auditable▫ Centrally managed
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Service Provider Examples• Google (Postini)• Services Include:▫ SPAM & Virus Scanning▫ Continuality▫ Archiving▫ Encryption▫ Per user per year
• Microsoft FOPE (Forefront Online Protection for Exchange)
• Services Include:▫ SPAM & virus Scanning▫ Continuality▫ Archiving▫ Encryption▫ Per user per month pricing
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Drawbacks
• Administration / Setup
• Possible confusion for recipients
• Faith in a 3rd party vendor
• Price
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Introduction to Secure Portals
• Secure, personalized online space used to transfer sensitive information
• Accessible anywhere you have an internet connection
• Typically use email as communication media• Unique user ID’s and passwords, and user
permissions• Ability to track access, usage, file additions and
subtractions
Introduction to Secure Portals
• Automatic data backup
• Client Repository functions
• Centralized management
• Company Branding
• Integration with other Tax Suite products
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Example WCS (4 years ago)
• In house portal for transferring client information
• Used a Sonicwall SSL-VPN device and decommissioned server
• Hosted onsite, on a secondary domain/network• Users, passwords, security, tracking all done in
house
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Drawbacks• Maintenance requirements
• Customer Confusion
• Staff Confusion
• Lack of notifications
• Security, Backup, Connectivity responsibility on our IT
Portals in the Cloud• 3rd Party portals provide▫ Higher levels of security and tracking
▫ Uptime and backups
▫ Support and Technical Assistance
▫ Integration
▫ Email automation
▫ Collaboration
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Portal Vendors
• A Few Examples▫ CCH ProSytem FX Portal▫ Thomson Reuters▫ LEAPFile▫ Sharefile▫ XCM▫ Sharepoint
ProSytem FX Portal Demo
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Questions??
Client Portals & Transferring DocumentsBlake Ulam, CPA.CITPWeyrich, Cronin & [email protected]