During tax season, accounting firms face a challenge: ensuring the security of their data in a virtual environment rife with threats. The risks are numerous and the consequences potentially devastating. Given the sensitive flow of information circulating in these environments, it is essential to ensure that data exchange and storage are carried out securely through digital accounting.
There are numerous benefits to digital accounting, proportionally to the high number of cyber threats, making avoiding internet problems a priority, especially during this tax filing period. Through effective cybersecurity strategies, it is possible to protect against these threats and ensure a safe and reliable online environment throughout the process. With this in mind, we have prepared fundamental strategies, offering valuable insights on how to avoid internet problems and maintain data integrity during tax filing, protecting your accounting firm from potential attacks and vulnerabilities.
What is digital accounting?
In simplified terms, digital accounting refers to accounting firms that use technological resources to facilitate and optimize their services. As in other sectors of the economy, the use of the internet and technological systems to carry out activities is experiencing significant growth.
In this sense, accounting firms have started using digital tools to ensure greater quality and efficiency in their routine, optimizing work processes such as income tax returns. In this case, technology works in favor of providing accounting services, offering a more technological and intelligent dynamic .
Thanks to these tools, and technological resources such as artificial intelligence and automation, it is possible to analyze data more accurately and perform tasks by eliminating or reducing the incidence of human errors and failures.
Thus, the main objective of digital accounting is to make accounting services more dynamic and secure. This means that the famous paper pouches used in recent decades have become obsolete, allowing for a faster and more secure response . Furthermore, digital accounting also allows for:
- Adding value to the customer experience;
- Reduce service delivery time;
- Reduce the need for rework;
- Increase employee productivity;
- To ensure greater compliance with current legislation;
- And much more.
More than just providing online services, digital accounting focuses on optimizing resources and services with the help of technology. This concept works broadly, ensuring fluidity and efficiency in processes through automation.
Security in accounting offices: What are the main risks of a breach?
We know that technological advancements have also allowed cybercriminals to develop tools aimed at stealing information and damaging devices and networks. For this reason, concern about digital security , or internet protection, is becoming increasingly important within companies.
In the case of accounting firms, this applies in the same way. For this reason, it became necessary to pay attention to the main risks of breaches that can harm the data and information stored by accounting firms.
Below are the main risks associated with a lack of internet security in accounting offices:
Unauthorized access
Given that an accounting firm handles confidential information continuously, it is crucial to pay attention to access to this data. Unauthorized access can significantly harm your company, ranging from fines imposed by law to damage to your business's image in the market.
Unauthorized access by cybercriminals can facilitate numerous cyber scams. Possessing confidential data such as financial information from tax returns, these cybercriminals can commit scams, financial fraud, or even sell this information to other companies.
Phishing
Phishing is one of the oldest cyber threats on the internet, implemented to steal information through the installation of malicious software or even the collection of login credentials. Cybercriminals often use this tool to collect confidential data and facilitate the application of other, even more harmful threats , making it a problem that companies must continuously combat.
Unsuspecting users may end up providing confidential data on suspicious websites, allowing criminals to gain access to the financial data of their company's clients, employees, and suppliers. An example of this was a cyber incident that occurred in Colatina/ES. A client received an email from their accounting firm containing a link with information about alleged payment notifications.
Malware
Malware is designed to cause numerous types of problems for your company. Through it, cybercriminals can gain access to all the information stored on your network, control financial transactions, monitor the digital behavior of your employees ( spyware ), collect confidential data, and much more.
In addition to these problems, malware can also compromise the integrity of your devices, forcing your company to invest in equipment maintenance and replacement. All of these issues can harm the profitability and productivity of the business, and exposing confidential financial information of your clients can cause irreparable damage to accounting firms responsible for tax returns.
Identity theft
Financial data, personal data, and other confidential information can be used to perpetrate scams and fraud. Using this type of information, cybercriminals can carry out financial scams, conduct illegal transactions, and much more.
This data can also be used for even larger schemes, using financial information and personal data for money laundering, for example.
Loss of customer trust
Companies that experience cyberattacks or suffer data breaches of any kind can have their image significantly damaged in the market. This will cause their customers to lose confidence in their company and stop doing business with them.
One of the most sought-after characteristics by clients looking for accounting firms is the reliability of transactions. How your company handles confidential data is a priority factor in the process of choosing an accounting services provider.
Sanctions applied by the LGPD (Brazilian General Data Protection Law)
The LGPD (General Data Protection Law) has introduced paradigms for companies to follow in order to guarantee the protection of stored information. The main focus of this law is to ensure that consumer data is protected above all else , preventing leaks and unauthorized access to this information.
Security breaches can lead to your company incurring fines and sanctions imposed by the LGPD regulatory agency, causing immense losses and impacting your organization's image in the market.
Ransomware
Information kidnapping, known as ransomware, is one of the main dangers in the digital environment. With the help of malicious software and even using sophisticated strategies, cybercriminals seize information and demand payment of a ransom.
Charged in cryptocurrency, this ransom can be quite high and doesn't always guarantee the recovery of the collected information. Learn more about this cyber threat:
Data leak
Data leaks pose a real threat to accounting firms. Because they handle financial data and confidential information, these types of businesses need to be even more concerned about data breaches.
Making confidential data available on the internet, even if due to cyberattacks, can damage your company's image in the market and among consumers.
To understand the impact of data breaches, we can cite data collected by the study "Cost of Data Breaches Report 2024 ," conducted by IBM . According to the research, the average cost of a data breach is approximately US$4.88 million. And, when it comes to the tax filing period, data breaches, in addition to causing economic losses, can lead to serious moral and ethical damage, since they involve sensitive and confidential data of individuals and legal entities.
Impacts of lack of security in accounting offices
As we saw earlier, a lack of cybersecurity within an accounting firm can be extremely detrimental. Regarding the LGPD (Brazilian General Data Protection Law), there are sanctions and penalties that can be applied when organizations fail to comply with the requirements set forth in the law, ranging from warnings to fines of up to 2% of the company's revenue.
In addition to warnings and fines, the LGPD regulatory agency can also request the public disclosure of the infraction committed, the deletion of data related to the infraction, and the blocking of information. The National Data Protection Authority is the agency responsible for investigating and applying the fines and sanctions imposed by the law, so it is essential to ensure that your business complies with the specifications set forth by the legislation.
From the consumer's point of view, a lack of concern and attention to data security is one of the most important factors in the process of choosing an accounting firm. For this reason, it is the responsibility of companies to ensure that all their resources and tools used comply with the specifications of the Law.
Given that technology is used to perform various tasks within an accounting office, including the filing of income tax returns, it is essential to ensure greater security for these processes.
One tool that can optimize this process is the pre-filled tax return offered by the Federal Revenue Service. It automatically fills in income and deduction information, speeding up the process and reducing errors, making it more efficient and secure.
Furthermore, when using technological tools to carry out activities involving sensitive data, it is essential to choose applications and platforms that offer all the necessary security features to protect the information.
The risk of disclosing financial information in the Income Tax Return
Based on recent court cases, the Superior Court of Justice understands that banks are responsible for fraud committed through the leakage of information . In this sense, accounting firms can also be held liable in court for the leakage of confidential information, making it essential to adopt security solutions that help prevent this type of problem.
According to Article 44 of the General Data Protection Law , data processing is considered irregular when it does not provide the security expected by the data subject. In this context, the company needs to consider the risks of the outcome of the data processing implemented within the organization.
In this sense, we can understand why protecting income tax information is a priority. When dealing with the financial data of various clients, it is the accounting firm's responsibility to ensure all the necessary security measures are in place to maintain the confidentiality of this information.
How to avoid internet problems while filing your income tax return: eight essential security measures
Since protection is key, accounting firms need to pay attention to certain precautions that can prevent internet problems and help increase the protection of their information and that of their clients during income tax filing. With this in mind, we've outlined seven measures that can be implemented to help avoid internet problems and increase data security:
1. Cryptography
When dealing with the storage and transfer of confidential information, cryptography plays a key role. Developed to increase the integrity and authenticity of information, cryptography helps ensure that data is accessed only by authorized individuals.
We know that when dealing with the filing of income tax returns for various individuals and companies, we collect extremely sensitive data that can be used in scams and financial fraud . For this reason, encryption can be a valuable ally in protecting this information. By using systems and tools that contain this type of key, your accounting firm can increase the protection of the data stored and used in income tax returns.
2. Access and Compliance Policies
A key point in preventing unauthorized access to confidential information is the definition of well-structured access policies . It is the manager's responsibility to develop an access policy that encompasses all the characteristics of their company and the level of confidentiality of each type of information.
This policy should be directed and developed based on concerns about information security, encouraging employees to establish more secure measures and maintain a digital security culture focused on data confidentiality. It is also crucial that the company encourages adherence to this policy as a way to prevent security incidents.
Compliance ensure that your company is in accordance with current legislation, guaranteeing that all digital tools comply with the law. If necessary, it is possible to hire a digital auditor to verify the tools and resources used by your company, as well as their compliance with the law.
3. Creating more complex passwords
It may seem repetitive, but creating more complex passwords is a factor that can significantly help protect information. While we know that memorizing numerous access passwords can be very difficult for some people, making password creation easier facilitates unauthorized access by cybercriminals to the organization's networks and devices.
According to research conducted by NordPass (Password Management Service), names like Lucas, Gabriel, Pedro, Felipe, and Matheus are among the most frequently found in data breach incidents. The top spots are occupied by the following passwords:
- 123456 (3,018,050 incidents)
- 123456789 (1,625,135 incidents)
- 12345678 (884,740 incidents)
- password (692,151 incidents)
- qwerty123 (642,638 incidents)
- qwerty1 (583,630 incidents)
- 111111 (459,730 incidents)
- 12345 (395,573 incidents)
- secret (363,491 incidents)
- 123123 (351,576 incidents)
If necessary, a password manager can be used to make daily life easier by encrypting passwords and ensuring that users can increase protection when accessing the resources and tools they use.
4. Capacity building and training
It's pointless to use security resources and protection tools if your team isn't prepared to handle them. For this reason, it's also important to train your employees so they understand the importance of cybersecurity and how to adopt a more proactive approach to today's cyber threats.
Your employees handle the tools used to perform their tasks daily, so the more prepared and trained they are, the easier it will be to maximize information security . A very relevant training for this sector is anti-phishing training , which can help your employees identify signs in malicious emails.
5. Updating the Tools
For security tools to deliver the functionality and protection you expect, it's essential that they are updated as needed. These updates are designed to keep them current with the new strategies and tools used by cybercriminals.
For this reason, talk to the team responsible for managing and maintaining these tools to ensure that all updates are made as needed , as is the case with cash flow management tools, financial management platforms, and accounting systems, which are essential for optimizing income tax returns.
6. Backup
We know that even with all the security resources implemented and an organizational culture focused on protecting information, it is still possible to suffer from cyberattacks. Cybercriminals develop strategies every day to steal information and gain unauthorized access to systems.
In the case of data related to income tax returns, the loss of this information can be extremely damaging. Delays in filing tax returns harm your client and have a huge negative impact on your accounting firm's image in the market.
For this reason, it is essential to include backups in your company's routine to protect against data loss. This way, if data is lost, your company can ensure service continuity.
7. Monitoring
A monitoring tool can make all the difference in managing the security of your accounting firm . Through continuous monitoring, it's possible to identify potential misconduct and ensure that device networks remain protected at all times. It's also possible to use an MSP to perform this monitoring and guarantee more comprehensive protection.
Tools like DNS Firewalls can be valuable allies in the process of monitoring digital resources, helping to identify potential vulnerabilities and prevent unauthorized access by malicious users.
8. Blocking websites outside the scope of the work
To maintain employee focus and productivity on high-value deliverables such as income tax returns, it is essential to implement measures that strengthen digital security and reduce distractions. An effective practice in this regard is blocking websites outside the scope of work.
By restricting access to websites unrelated to professional activities, the company not only protects its employees from potential cyber threats, but also promotes a more productive environment focused on the tasks that truly matter. By blocking inappropriate access and preventing online distractions, the company can ensure that deadlines are met more quickly and accurately, contributing to client satisfaction and the reputation of the accounting firm.
Therefore, blocking websites outside the scope of work not only strengthens digital security but also increases operational efficiency and the quality of deliverables, aligning with the company's strategic objectives.
How can a DNS firewall increase data security during income tax filing?
A DNS firewall , or DNS firewall, is a security tool designed to block and redirect users to prevent access to malicious websites. It can also be used to monitor devices, update managers on malicious attacks, and more. With the help of this tool, your accounting firm can prevent identity theft, monitor the loss or blocking of information, increase protection against malware installation, and more.
This valuable tool helps increase productivity in daily tasks, protect your network against harmful websites, improve internet quality, and monitor internet usage more efficiently. In this way, it minimizes the incidence of problems related to viruses and malware , blocking information leaks and malicious behavior during activities related to income tax returns.
Being an easy-to-use and understand tool, the DNS Firewall allows for assertive control of your company's security resources, preventing the creation of vulnerabilities through unsafe behavior in the digital environment. Blocking certain pages and resources can make all the difference in controlling the security of your accounting firm , helping to keep your employees out of trouble. Blocking gambling and betting sites and personal emails can help your office avoid the main cyberattacks aimed at stealing information.
Customized Lumiun solutions for accounting firms
Lumiun Lumiun Box works differently from existing solutions on the market, identifying the need for a solution that is easy to implement and manage as a cornerstone of its development.
It is known that one of the biggest problems currently facing companies is low productivity and lack of internet security ; therefore, Lumiun operates in this segment, simplifying its services for small and medium-sized enterprises, such as accounting firms.
Here are some of the main features and advantages of the Lumiun Box for accounting offices:
- Quick and easy installation and setup
- No need to purchase new equipment or servers;
- No need for equipment maintenance or software updates;
- No cost for a specialized professional for maintenance and support;
- Management through an intuitive dashboard;
- Perfectly suited for professionals and teams working from home.
Furthermore, another solution is Lumiun DNS , which can help your accounting firm increase its security. In simple terms, Lumiun DNS adds an extra layer of protection to your company's devices and networks, and allows for continuous monitoring with the help of artificial intelligence.
The main advantages of Lumiun DNS for accounting firms are:
- Blocking malicious websites
- Blocking access to harmful phishing websites
- It prevents the opening of unknown links received via email
- Blocks access to malicious ads
- Blocks adult content that typically contains harmful links
- It prevents the installation of software containing viruses and malware
- Prevents identity theft and company data theft
In both cases, the great benefit of these solutions is that you will have access to specialized support with trained analysts in Brazil, ensuring that your company will have the protection it needs whenever necessary.
