Secure File Sharing for Accountants: How to Stay Compliant During Tax Season

When you think tax season, you don’t automatically think of security. You don’t automatically think about file sharing or eSignatures or even how you’ll safely share a set of files with your latest clients.
But in today’s world, the two can go hand-in-hand if you run a tax accounting firm. While you focus on complex returns, secure file sharing for accountants is equally important to protect your clients and your reputation from data breaches and compliance problems.
Mistakes can be as harmful as cyberattacks. Sending an email to the wrong person or not encrypting files can expose confidential information.
Here’s where you want to concern yourself with secure file sharing.
Safeguarding Taxpayer Data: The Basics
Unfortunately, safeguarding against what hackers have the capability to do these days isn’t a one-and-done job.
You have to be on the lookout for vulnerabilities through link sharing, emails, or even eSignature requests. According to the IRS, approaching secure file sharing with a plan starts with:
- Protecting both yourself and your clients
- Being alert
- Reporting data loss in case of breaches
- Complying with FTC rules
The IRS advises that you create a written contingency plan so that you aren’t caught by surprise when a data breach does happen. This might look like an easily accessible digital wiki or simple document that every employee can read.
The IRS also advises that you:
- Encrypt any and all sensitive information
- Go out of your way to always use strong passwords
- Destroy old hard drives as well as computers that are no longer in use
- Limit access to sensitive taxpayer data within your organization
- Install anti-virus security software
7 Strategies for Secure File Sharing Accountants Should Know
Protecting taxpayer data requires a solid plan and ongoing effort. As the IRS points out, staying alert to potential threats is key to secure file sharing for accountants. Below are some best practices that will help keep you and your clients safe.
1. Sharing Files the Smart Way
If you’re not careful, when you share files every day you open yourself up to serious risks. Sending sensitive files through unsecured email is not just dangerous—it’s against the law.
Mango Practice Management lets you safely share files by working with Gmail and Outlook to encrypt emails and attachments. This means you can send files using email without needing complicated methods.
Unlike general services like Dropbox, which serve many users, Mango specializes in file sharing for accountants. Its tools are designed to protect financial information, ensuring compliance with regulations and maintaining client trust.
2. Being Vigilant About Links
Have you considered the data implications of links and what they could mean for possible data breaches? The basic precautionary steps apply here.
You never want to open any suspicious embedded links in an email and you want to get familiar with phishing emails. That way, you can take precautions when they do arrive in your inbox and just delete them.
One of the most common places where accounting firms are bound to send unsecured links is through email. While email is an effective way to communicate basic information with your clients, you don’t want to use it to send sensitive tax data of any sort.
It’s important to remember that hackers and cybercriminals don’t necessarily decide to target your firm due to how big or successful it is. Rather, they’re constantly looking for any vulnerabilities they can exploit. This is why something as simple as file sharing and link security has to be treated with the utmost care.
The more you pay attention to detail, the better protected you’ll be. It’s even better when you’re able to deploy software that does all this in the background for you—which is what Mango Practice Management’s full suite of tools was built for—including the ability to safely and effectively collect digital signatures from clients.
3. Collecting eSignatures Securely
With Mango, you can capture legally binding eSignatures over the internet effectively and safely. Though at first glance this might seem like yet another security vulnerability, it’s actually a safe way to collect signatures from clients faster.
The signer’s identity can be authenticated by using key identifying factors including:
- Their unique IP address
- Browser information
- Time and date stamps
Doing this, however, requires using safe software that’s designed to take note of each of these factors. Mango Practice Management’s eSignature module was designed with exactly that in mind.
4. Adding an Extra Layer of Security with KBA
Knowledge-Based Authentication (KBA) adds an extra layer of security by asking personal questions to confirm a user’s identity before they can access files. It’s a simple way to protect sensitive data. Adding KBA to your security strategy makes it tougher for unauthorized users to gain access.
Secure Your Tax Season with Knowledge-Based Authenticatio
Learn how KBA supports best practices and meets IRS requirements. See how it can protect your firm and clients this tax season!
5. Using Client Portals for Better Organization
A secure client portal is a great way to keep all your documents organized. It stores files safely with encryption and controls who can access them. Mango’s client portal is easy to use, so clients can quickly upload or download files.
While client portals make our list in terms of what you can do to safeguard taxpayer information, the reality is that a lot of your customers won’t bother to sign in to their respective client portals.
They either don’t have time, think it’ll be too technical to deal with, or they forget they have the option. That’s why it’s necessary to have other means of communicating with them if the client portal isn’t their first choice.
For those clients who prefer a different approach, Mango has an encrypted email link feature. This lets you share files securely without needing to log in. By offering both portals and secure links, you give your clients the flexibility they want while still keeping everything safe.
This balanced approach enhances your accounting document management without sacrificing security or convenience.
6. Staying Organized with Cloud-Based Solutions
Tax season means drowning in paperwork, but Mango’s accounting document automation can make it much easier. It keeps all your files in one place, handles repetitive tasks automatically, and lets you work from anywhere. Mango’s cloud platform simplifies managing documents by helping you:
- Access files anytime, from any device
- Automate backups so you don’t lose important data
- Store everything in one searchable place
7. Keeping Records Transparent with Activity Reporting
Keeping track of records is key to building trust and making audits easier. Mango’s activity reporting feature logs everything that happens to a document, creating a clear trail. It helps you to:
- Stay Compliant: Keep detailed records that meet legal standards
- Run Internal Audits: Quickly review a full history of changes
- Reassure Clients: Show clients how their data is handled for extra peace of mind
Streamline Your Bookkeeping with Powerful Accounting Software
Mango’s easy-to-use accounting software automates processes and keeps you organized. Stop chasing down missing documents and stay ahead of compliance changes.
Take Control of Your Tax Season with Mango Practice Management
Tax season is stressful enough without having to worry about your clients' data safety. Mistakes like sending files to the wrong person or forgetting to encrypt documents can cause big problems.
But you don’t have to manage this alone. Using the right tools, you can easily protect sensitive information and stay compliant with secure file sharing for accountants.
Mango Practice Management provides everything you need to keep client data safe. It offers secure file sharing for Gmail and Outlook, encrypted eSignatures, and cloud-based document storage, making it easy to protect your files without slowing you down. Plus, the client portal and activity reporting features help you stay organized and compliant.
Don't leave your firm vulnerable this tax season. Request a demo today.
Experience Mango Practice for Free for 10 Days
Discover how Mango Practice can simplify your bookkeeping and give you more time to focus on growing your business. Try a 10-day free trial and see the benefits of Mango Practice Management for yourself!
Latest Posts
The Role of Accounting Compliance in Driving Smoother Tax Prep
As the calendar counts down to tax time, accounting firms confront a…
Communication in Accounting: Reducing Client Friction for Better Retention
Collaborative accounting is one of the newest accounting models. It puts new…
Conquer the 2025 Tax Season: Strategies for Accountants to Stay Ahead
Tax season for accountants is the busiest time of the year. While…
How Automation Is Transforming Accounting and Finance
As automation continues to reshape industries across the board, accounting and finance…
Eliminate Wasted Time with Tax Workflows
Tax season can be a whirlwind. But what if you could manage…