Is It Safe to Email Tax Documents?
Is emailing tax documents secure? Understand the risks, learn safe sharing methods, and know what to do if you've already sent them.
Sending sensitive financial information, such as tax documents, requires careful consideration due to the personal data they contain. Many individuals wonder if it is truly safe to transmit these records via email. Tax documents include highly sensitive details like Social Security numbers, income figures, and financial account information, making their protection paramount against potential misuse. Understanding the risks associated with standard email communication is crucial for safeguarding your identity.
Understanding Email Vulnerabilities
Standard email is not a secure method for sharing sensitive data because it lacks end-to-end encryption. Emails are sent as plain text, making them vulnerable to interception during transit. Such a vulnerability exposes personal information to unauthorized access, potentially leading to identity theft or financial fraud. Email service providers and their servers can also be targets for data breaches.
Once sensitive data is sent via unencrypted email, controlling its exposure becomes challenging. Phishing attacks also pose a significant threat, where cybercriminals send deceptive emails to trick users into revealing personal information or clicking malicious links. If the recipient’s device is compromised, it could also provide unauthorized access to the email and its contents. These factors underscore why the Internal Revenue Service (IRS) advises against emailing sensitive personal information.
Secure Methods for Sharing Tax Information
To protect sensitive tax information, secure alternatives exist beyond standard email. Many tax professionals utilize secure client portals, which provide an encrypted, password-protected environment for document exchange. These platforms feature encryption during both transit and storage. Encrypted file-sharing services also offer secure means for transferring documents. These services allow users to upload files with password protection and access permissions.
For those preferring traditional methods, physical mail offers a secure way to transmit documents. In-person delivery remains the most direct and secure option. If digital transfer is necessary, password-protecting individual files can add a layer of security. Send the password through a separate communication channel, such as a phone call or text message. The IRS also provides a Document Upload Tool, offering a secure way to submit documents directly to them.
Steps If Documents Were Sent
If tax documents containing sensitive information were inadvertently sent via an unsecure email, immediate action is important to mitigate potential risks. The first step involves contacting the intended recipient to confirm receipt and advise them to delete the email from their system. Simultaneously, closely monitor all financial accounts, including bank accounts and credit cards, for any suspicious or unauthorized activity. Regularly checking credit reports from the major credit bureaus can help detect fraudulent accounts opened in your name.
Changing passwords for the email account used to send the documents, as well as any other associated online accounts, is a necessary security measure. Enabling multi-factor authentication on all sensitive accounts adds an additional layer of protection. If there is a concern about identity theft, file an Identity Theft Affidavit (IRS Form 14039) with the IRS to alert them to potential fraudulent activity. Reporting the incident to the Federal Trade Commission (FTC) through IdentityTheft.gov can provide a personalized recovery plan and assist with notifying other relevant entities. Informing your tax preparer about the potential exposure is also advisable, as they can take steps to safeguard your tax records and alert you to any unusual tax-related communications.