Choosing between secure client portals for your IRS WISP

There are many parallels between selecting secure client portals and building a house. There is no denying that when you build a house, you need a front door.  The material is selected specifically with the potential threats and outside elements in mind.  You want this door to keep the weather like rain or snow outside, and not in your front entryway.  It’s the barrier between the outside world and your personal space where you get to decide who and what can enter.  But for the door to fully act as your controlled gateway to who and what you want inside your house, that door will need a lock. 

As a tax accountant, your IRS WISP is like the front door to your firm where all personal information lives.  You decide who is allowed to enter and what parts they will get access to. 

Completing a Written Information Security Plan (WISP) is just the first step when it comes to securing your clients’ data.  Your IRS WISP should include details on which secure client portal your firm will use to manage, store, and securely share information which will effectively act as the lock on your front door and the keys to open it.  Choosing the right portal is essential for compliance, client trust, and minimizing your risks of a data breach.

The importance of a secure client portal

A secure client portal acts as a main hub where clients and employees can share documents confidentially. For tax accountants, using an encrypted portal helps to ensure that confidential information remains secure. It also reduces the risks that come along with email attachments, unsecured cloud storage, or paper documents.

Client portals will also help your firm be efficient, allowing clients to provide private information, e-sign documents, and access resources without jeopardizing data security. The client experience is elevated when using the right client portal, demonstrating your commitment to privacy and building trust.

What to look for in a secure client portal

When choosing the best solution for your secure client portal, there are several features to consider:

1. Uses Current Encryption Standards: Data should be encrypted both in transit and in storage to ensure that even if a data breach happens, the data is unreadable to anyone who is not unauthorized.
2. Granular Access controls: You should be able to limit access to certain files based on roles, allowing only the correct personnel or clients to see specific documents.
3. Detailed Activity Logging: A portal that tracks uploads, downloads, and logins will help you track access and keep an eye on who has access to what.
4. User-friendly Experience: Choose a portal that is easy to use for your clients and one that works well with your firm’s workflows.  

Ultimately, you want the “lock” on your front door to be effective for unwanted intruders, but easy to use for those you want inside.    

Documenting your secure client portal in your IRS WISP 

Tax and accounting firms should know that in order to get and stay compliant, you must have a Written Information Security Plan, or WISP.  This detailed plan includes all safety procedures that you’ve put in place to help protect your clients personal data from threats.  The details of your client portal should be recorded in your WISP and updated at least annually.  

In the case of a data breach, the IRS will review your WISP to determine if you had plans in place to protect client data.  You can prove this by showing them that you had created a solid plan in place with a secure lock to keep unwanted threats out. 

When creating your IRS WISP, be sure to include as many details as possible about your secure client portal, who has access to it, what levels of encryption are involved, and how employees and clients are able to access.  This process not only helps you be detailed in your security planning, but it also proves the steps you have taken to be compliant.  WISP Builder helps create, securely store, and easily maintain every piece of your WISP for you and will walk you through each step – either on your own or with one of our LIVE, onshore experts.