Small Tax Firms in Paramount: 7 IT Security Checks to Complete Before Tax Season

When you run a small tax office, your clients trust you with far more than a tax return. Social Security numbers, income records, bank information, identification documents and years of financial history may all pass through your computers. That makes even a two-person office valuable to criminals—and it means “we’re too small to be targeted” is no longer a safe assumption.

For tax preparers in Paramount, Downey and nearby communities, August is actually a smart time to review security. You are far enough away from the rush to fix weak spots without disrupting appointments, but close enough to the next filing season to make the improvements count.

1. Make sure every computer is still receiving security updates

A computer can appear to work perfectly while quietly falling behind on security. Windows 10 reached the end of regular support on October 14, 2025. If your office still uses it, the machine may need a Windows 11 upgrade, an eligible extended-security option or a replacement plan.

Do not replace a computer based on age alone. We can check its processor, storage drive, memory, software compatibility and backup status first. In many cases, a properly planned upgrade is less expensive than buying an entirely new workstation—and far safer than waiting until January.

2. Turn on multi-factor authentication everywhere it is available

A stolen password should not be enough to open your email, cloud storage, tax software or Microsoft 365 account. Multi-factor authentication adds a second verification step and is one of the most practical protections a small firm can put in place.

The IRS specifically encourages tax professionals to use multi-factor authentication for cloud-based accounts. Start with the account that controls your email, because email is often the key used to reset passwords for everything else.

3. Confirm that your backup is real—not just assumed

We often hear, “It should be backing up.” The word should is where trouble starts.

A proper check answers three questions: What is being backed up? Where is the backup stored? Has anyone successfully restored a file from it? An external drive that stays connected all day can be damaged, encrypted or stolen along with the computer. Cloud sync is useful, but it is not automatically the same as a complete, tested backup.

Hi-Tek Solutions can review your current setup and recommend a practical backup plan without selling you more storage than your office actually needs. Learn more about our server and data-protection services.

4. Separate employee access

Every person should have an individual login. Sharing one Windows password or one tax-software account makes it difficult to control access when someone leaves, and nearly impossible to know who changed or downloaded a file.

Employees should only have access to the folders and systems required for their work. Administrator access should be limited. This may feel inconvenient for a small office, but it prevents one compromised login from opening the entire business.

5. Check encryption, antivirus and the office firewall

Antivirus is important, but it is only one layer. Business computers should also use drive encryption where appropriate, supported security software, current browser versions and a properly configured firewall. The Wi-Fi password should not be the only thing protecting taxpayer information.

Your guest Wi-Fi should be separate from the network used by office computers, printers and storage devices. If clients receive the same Wi-Fi password your staff uses, that is a sign the network deserves a closer look.

6. Create a simple incident plan before you need one

If an employee opens a suspicious attachment, do they know whether to unplug the network cable, turn off the computer or call someone first? If a laptop disappears, who changes the passwords? If files become encrypted, where is the clean backup?

A short written response plan is much better than trying to make decisions during a crisis. The FTC Safeguards Rule requires covered businesses to maintain an information-security program appropriate to their size, operations and the sensitivity of the information they hold. The IRS also provides guidance for tax professionals through Publication 4557 and its Written Information Security Plan resources.

7. Review your Written Information Security Plan

A WISP should describe what sensitive information the firm handles, where it is stored, who can access it, the safeguards in place and how the business will respond to an incident. It should reflect your real office—not a template downloaded years ago and forgotten.

Hi-Tek Solutions is not a law firm or compliance auditor, but we can help identify the technical facts your plan depends on: devices, user access, backups, encryption, security software, network equipment and recovery procedures. Your legal or compliance professional can then confirm that the finished plan meets your obligations.

A local IT checkup without the big-company pressure

Small tax firms do not always need a full-time IT department. They do need someone who can explain what is vulnerable, what is already working and what should be fixed first.

Hi-Tek Solutions provides small-business IT support for Paramount, Downey and surrounding Los Angeles County communities. We can review individual workstations, networks, backups, Microsoft 365, antivirus protection and office security—onsite or through a scheduled assessment.

General information only. Regulatory and compliance requirements vary by business. Consult an appropriate legal or compliance professional about your firm’s specific obligations.