Other Useful Software for Tax-Aide
TABLE OF CONTENTS
2
MANDATORY SOFTWARE
TrueCrypt .................................................................................................................................................... 3
Microsoft Security Essentials ................................................................................................................... 3
Clear Tax Payer Data ................................................................................................................................. 3
4
USEFUL AND HIGHLY RECOMMENDED SOFTWARE
OpenOffice .................................................................................................................................................. 4
7-Zip ............................................................................................................................................................. 4
SOFTWARE FOR USE IN PRODUCING TRAINING MATERIAL AND OTHER DOCUMENTATION
5
FastStone Screen Capture ........................................................................................................................ 5
Cute PDF Writer .......................................................................................................................................... 5
Cute PDF Writer .......................................................................................................................................... 5
Avery Design Pro ....................................................................................................................................... 5
Comodo Backup ......................................................................................................................................... 5
6
BACKUP SOFTWARE
7-Zip ............................................................................................................................................................. 6
Comodo Backup ......................................................................................................................................... 6
GENERALLY USEFUL SOFTWARE FOR TCSS, TCS, AND OTHERS
7
CDBurnerXP................................................................................................................................................. 7
CommandBurner ......................................................................................................................................... 7
Zip2Secure EXE ........................................................................................................................................... 7
CommandBurner ......................................................................................................................................... 7
CommandBurner ......................................................................................................................................... 7
SOFTWARE OF USE FOR “COMPUTER CLEANUP” CHECKING, AND TROUBLESHOOTING
8
CCleaner....................................................................................................................................................... 8
Eraser ........................................................................................................................................................... 8
CD Check ..................................................................................................................................................... 8
HD Tune........................................................................................................................................................ 8
Windows Memory Diagnostic .................................................................................................................... 8
WinAudit ....................................................................................................................................................... 9
9
HONORABLE MENTION
Thunderbird ................................................................................................................................................. 9
Firefox .......................................................................................................................................................... 9
Sunbird & Lightning .................................................................................................................................... 9
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Other Useful Software for Tax-Aide
Mandatory Software
All computers used for Tax-Aide activity which will contain taxpayer data MUST have software installed that
protects ALL taxpayer data against disclosure by/to unauthorized individuals. The specific Tax-Aide security
policy is published in the Tax-Aide Policy Manual and in the Technology Management Guide (TMG)
Protection takes two forms:
1. Use of data encryption such that taxpayer data can be accessed only with a password that is IN
ADDITION to the passwords required to log on to a computer operating system.
2. Use of security software to protect the computers used against threats from the “outside world” in the
form of viruses, spyware, and other threats.
IRS-provided equipment comes with “whole disk” encryption using the WinMagic “SecureDoc” product and with
antivirus software using the Norton AntiVirus program.
AARP-owned, donated, and personally-owned computers used for tax preparation MUST have AntiVirus
software, and if taxpayer data is retained, it MUST be encrypted.
Encryption used must meet the AES (Advanced Encryption Standard) specified for use by the US Government.
(The following website provides more information on encryption http://en.wikipedia.org/wiki/Advanced_Encryption_Standard)
The encryption product used and supported by Tax-Aide for use on non-IRS equipment is TrueCrypt. Other
products may available that meet the AES requirements; however, TrueCrypt is the only one known that is
“Open Source” and therefore entirely free. Support is available from Tax-Aide for TrueCrypt and its use is
recommended for all non-IRS computers and removable media that contain taxpayer data.
Several antivirus products are available. Two specific alternatives (Norton and McAfee) often come preinstalled for a trial period on new computers and are effective if maintained up-to-date. Tax-Aide previously
contracted with AVG for their full Internet Security Suite, but the license will expire in November of 2010 and
will not be renewed.
An antivirus program must be installed on all computers and we now recommend Microsoft Security
Essentials, a free antivirus product. Microsoft Security Essentials is compatible with Windows XP, VISTA and
Windows 7, but does not include a firewall, so you need to use the Windows Firewall that is included in you
Operating System software.
Other antivirus programs are permitted, but it must be noted that some antivirus products provide security
ONLY against threats from the Internet. Most threats are “Internet born”, but threats from infected media (CD,
flash drive, and floppy disk) are still real and your computer may not be protected. Not all Tax-Aide computers
are regularly on the internet, but all are subject to these external media risks, so if you use another product be
sure it protects from these risks.
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Other Useful Software for Tax-Aide
Mandatory Software
Software
TrueCrypt
Notes
Tax-Aide provides tools to install and control TrueCrypt. These are available for download from
the Tax-Aide Extranet:
http://www.aarp.org/sk/taxaide/technology.html
A manual “TrueCrypt for Tax-Aide” is included with the installation software.
An update to the TrueCrypt for Tax-Aide procedures was developed for the 2010 tax season.
The updated versions of these procedures are easier to use and includes a new streamlined
Volume Password Change utility.
The new procedures will incorporate TrueCrypt version 6.3.
Microsoft
Security
Essentials
Microsoft Security Essentials Microsoft Security Essentials is a free download from Microsoft
that is simple to install, easy to use, and always kept up date so you can be assured your PC is
protected by the latest technology. It provides real-time protection for your PC that guards
against viruses, spyware, and other malicious software. It’s compatible with Windows XP,
VISTA and Windows 7.
Download from:
http://www.microsoft.com/security_essentials/
The website also offers a short Installation Video
Clear
Taxpayer
Data
Clear Taxpayer Data has replaced TPClear to erase taxpayer data from TaxWise – all years –
and all drives currently connected/installed/mounted. It will delete all taxpayer records
(including EIN files) for all years of TaxWise in use. The TaxWise programs with setup files are
left intact on the computer. The current version of Clear Taxpayer Data and its instructions for
use are located on the AARP Tax-Aide Extranet (http://www.aarp.org/tavolunteers).
Its use is mandatory for all non-IRS Depot laptop computers which contain taxpayer data at the
end of each tax season.
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Other Useful Software for Tax-Aide
Useful and highly recommended software
In Tax-Aide administrative activities, use of a Word Processor and Spreadsheet have become virtually
essential. Microsoft Word and Excel are the current “industry standards”; however, there is a price for these
even through the TechSoup organization.
Another tool is a ZIP utility that can compress files for e-mail attachments and encrypt data files to the standard
used by the IRS for “sensitive” information.
Tax-Aide recommends the following “open source” alternatives, and these programs are pre-installed on
computers purchase by AARP for use in the program.
Software
Notes
OpenOffice The current version 3.1 this is a mature product that provides all the basic tools for word
processing and spreadsheet work. It is basically (but not 100%) compatible with Word, Excel, and
PowerPoint files. There is no need to go to the expense of the Microsoft Office Suite when
OpenOffice is available at no cost at all.
OpenOffice can be downloaded from:
http://download.openoffice.org/
For Tax-Aide work OpenOffice provides an admirable solution.
Note that “Base” -- the OpenOffice database product -- is not compatible with Microsoft Access;
however, Base CAN open the TaxWise database and read the tables.
7-Zip
July, 2010
7-Zip is an open source alternative to WinZip and is available for download from:
http://www.7-zip.org/download.html
7-Zip integrates well with Windows Explorer, and with e-mail software. It can also encrypt files to
AES standards, which allows for the e-mailing of secure attachments for communication between
volunteers AND with the IRS. The IRS uses WinZip, and 7-Zip can encrypt to WinZip standards
(referred to sometimes as WinZip 7). 7-Zip is quite capable of “zipping” the entire UTSyy folder to
an external drive (flash drive is fine) AND encrypting the data so it is kept secure.
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Other Useful Software for Tax-Aide
Software for producing training materials and other documentation
Software
Notes
FastStone
Screen
Capture
and
Snipping
Tool
Software capable of “capturing” any portion of a screen image, including scrolling regions. Very
useful for producing training material. Windows “Print Screen” works, but FastStone Capture
has much more capability. VISTA and Windows 7 include a program called SNIPPING TOOL.
Just Type ‘Snipping” after clicking the Start Icon.
The most current versions of “Faststone” are no longer freeware, but version 5.3, the last
freeware version can be download by Goggling ‘FastStone version 5.3’.
The web link for FastStone, for those interested, is:
http://www.faststone.org/FSCaptureDetail.htm
The fully up-to-date version of the software is $20 for a “lifetime license”. However, the last
freeware version appears to not lack any features.
PDFill PDF
Tools
PDFill PDF Tools are FREE. They include Merge, Split, Reorder, Encrypt, Decrypt, Rotate,
Crop, Reformat, Header, Footer, Watermark, Images to PDF, PDF to Images, Form Fields
Delete/Flatten/List, PostScript to PDF, PDF Information, Scan to PDF, and Create Transparent
Image options. It can be downloaded from:
http://www.pdfill.com/pdf_tools_free.html
The website explains each of the options and how to use them. The Ghostscript program noted
below is also required with this program.
There is also a paid version offering more options.
Cute PDF
Writer
CutePDF Writer behaves like a printer when installed. Print any document that can be printed in
Windows to the “CutePDF Writer” Printer, and a PDF file of the document is produced and can
be saved to disk using whatever name you want.
It can be downloaded from:
http://www.cutepdf.com/Products/CutePDF/writer.asp
There is an additional program that needs to be installed – Ghostscript – there is a link to
download this on the CutePDF Writer page.
Although many tax authorities provide preprinted address labels which can be ordered, there are so many
different addresses for the basic tax document (payments, estimated tax, amendments etc.), that software to
produce necessary preprinted labels can be a nice touch for Tax-Aide clients and helps Tax-Aide activities look
more “professional”.
Software
Notes
Avery
Software available from the Avery Label Company that is easy and flexible to use for address
Design Pro labels and even barcode labels.
It can be downloaded at no charge from:
http://www.avery.com/us/products/index.html
Go to the “Software” button to access the download.
Registration is required, but historically this has not resulted in a lot of “junk mail”.
Virtually all Avery Labels can be printed using this software, including volunteer “Certification”
labels and inventory barcode labels for donated equipment.
Avery Design Pro has been used at some Tax-Aide sites for several years and has proved its
usefulness.
Alternatives exist. Word has label templates available, as has OpenOffice. However, the Avery
Software is custom built specifically to produce labels either individually or by the sheet in a very
wide selection of shapes and sizes.
UBit Menu Provides the classic Office 2003 Menu(s) for Office 2007/2010.
Makes upgrading from older versions of MS Word, Excel, and PowerPoint programs easier by
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Other Useful Software for Tax-Aide
adding the classic menus in addition to the new Ribbons. Free download for personal use.
Available from:
http://www.ubit.ch
Use Google to get the English translation of this German website.
Backup Software
Computers these days are usually fairly reliable, but nasty things can and do happen. Each year sees its share
of problems with tax returns “lost” on a computer which no longer works for some reason or another. During the
most recent tax season (2009) one thing that occurred was failure of the CMOS battery on some IRS-provided
laptops; an unknown combination of circumstances related to CMOS failure made it impossible to start
Windows through the SecureDoc encryption.
It is possible to get a “download” from CCH of all returns completed so far for a particular EFIN, BUT any
returns “in process” or not yet transmitted are not readily available!
Routine and frequent backups are virtually essential, particularly on computers which are servers on networks
or are used for transmitting.
7-Zip can be used as a backup tool to good effect when backing up to a flash Drive; however, a solution
to backups ideally needs to minimize activity by the user.
A totally automatic process is not always practical, but something is needed that is quick and easy. Backup to
another hard drive (external or over a network) or to a USB Flash Drive is the fastest way to do it. Backup to
CDR is possible but slower. Any backup software used, if the TaxWise database is going to be one of the
components backed up, must be protected by encryption. The regular Windows Backup Utility will work IF the
media onto which the backup is made is encrypted. There are several commercial backup programs and a few
freeware ones. Most are not really designed for a quick and easy setup. One to look at is:
Software
Comodo
Backup
Notes
Relatively easy to set up; can backup to virtually any media, including directly to a writable CD.
Can password protect the files backed up. The current version has a limitation in that it will not
back up folders/files greater than 2 GB.
Available from:
http://backup.comodo.com/
The easiest and quickest way to back up TaxWise is to use 7-ZIP on the entire UTSyy folder to create a
zip file on a flash drive. Such a backup can be AES encrypted and is totally secure.
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Other Useful Software for Tax-Aide
Generally useful software for TCSs, TCs, and others.
Software
CDBurnerXP
Notes
Most computers already have a CD/DVD Burner software suite installed, Roxio and Nero
being the “most used”. There is a “free” alternative available for download from:
http://cdburnerxp.se/
CommandBurner A basic, no frills CD/DVD Burner that can be run from the command line if needed and can
be included in command files. Also has a simple Windows Interface. Download from:
http://www.commandburner.com/
Zip2Secure EXE Takes a standard ZIP file and turns it into a self-extracting, executable program. Useful for
creating software install files. Can be easily used to create a “clone” copy of TaxWise that
will automatically install the TaxWise folder structure, build all the files, and then
automatically run the TWTECH\SETUP program. If the “clone” copy contains taxpayer
data, then protection can be added with AES encryption. Easy to use. Download from:
http://www.chilkatsoft.com/chilkatSfx.asp
Revo Uninstaller Goes beyond the normal program uninstall. This program scans for leftovers after the
normal uninstall program is run. The free version includes several other useful cleaning
tools. Download from:
http://www.revouninstaller.com/
A Professional version with more features is also available.
Recuva
File Recovery
July, 2010
Accidentally deleted an important file? Lost something important when your computer
crashed? Recuva recovers files deleted from your Windows computer, Recycle Bin, digital
camera card, or MP3 player. This is the best of the free recovery programs avaailable.
Download from:
http://www.piriform.com/recuva
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Other Useful Software for Tax-Aide
Software of use for “computer cleanup” checking, and troubleshooting
Software
Notes
CCleaner
A very popular freeware tool for computer system optimization and privacy control. Removes
unwanted files a user may not even know exist and can optionally “clean” the registry of
unneeded and old entries.
See the web page for full details and download.
http://www.ccleaner.com/
Eraser
Open Source software that can securely erase files, folders, and entire disks such that they
cannot be recovered.
Integrates with Windows Explorer (right click on a file or folder and select “erase” rather than just
“delete” and the file or folder will be overwritten based on selectable standards).
The “Clear Taxpayer Data” program uses the command line version of Eraser.
Eraser can be downloaded from:
http://www.heidi.ie/node/6
The web page also provides information about eraser, and its capabilities.
Defraggler
An alternative to the Defrag Utilities provided in Windows 2000, XP, VISTA and Windows 7. Very
effective and quick. Developed by the same company as CCleaner listed above.
Download from:
http://www.piriform.com/defraggler
CD Check
If you burn or copy CDs for training purposes, or some other reason, it can be useful to at least
spot check copies to see if they are “error free”. Bad burns do happen!!!, It is a good idea to
verify the “master” first. CD Check is an easy-to-use utility to check a CD for errors. It can be
downloaded from:
http://www.kvipu.com/CDCheck/
HD Tune
Useful for checking the status of hard drives, particularly on donated computers where hard drive
condition is unknown.
HD Tune can report on hard-drive parameters that can help give an early indication of impending
failure and allow steps to be taken before a catastrophic failure occurs. HD Tune can also find
hard drive errors that Windows CHKDSK does not see.
There is a limited functionality version of HD Tune available for personal use which is certainly
adequate for most hard drive maintenance.
The software can be downloaded from:
http://www.hdtune.com/download.html
Windows
Memory
Diagnostic
Checks Random Access Memory (RAM) on your computer for errors. On most configurations,
you can download the diagnostic, read the documentation, run the test, and complete the first
test pass in less than 30 minutes.
Google “Windows Memory Diagnostic”
or Download from:
Microsoft-Windows-Memory-Diagnostic
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Other Useful Software for Tax-Aide
Software
WinAudit
Notes
There are some basic things you can find out using standard Windows tools (size of hard drive,
amount of memory, etc). WinAudit can tell you a lot more – including what the serial number is if
the serial number label is worn off.
WinAudit can also help at inventory time. It is a simple matter to have the program on a flash
drive which, when plugged in to a computer, will read the basic information about the machine. If
the recommended Tax-Aide method of “naming” a computer has been followed (use the asset
tag number), WinAudit can produce a file that can be read with notepad, or better still a
spreadsheet program, that will record the basic information needed for the inventory report.
WinAudit can be downloaded from:
http://www.pxserver.com/WinAudit.htm
Honorable Mention
Software that is not specific to Tax-Aide, but does provide freeware or (by some opinions) an improved
operating environment other than the typical Microsoft offerings. There is NO Tax-Aide or NTC
recommendation to use this software at all.
Note: these are provided for information only:
Software
Notes
Thunderbird
A free Open Source e-mail client that can replace Outlook and Outlook Express. Mature, and
popular. Can import e-mail history from Outlook, Outlook Express, and other e-mail clients.
Download from:
http://www.mozilla.com/en-US/thunderbird/
Firefox
An Open Source Internet Browser reputed to be more secure than Internet Explorer.
Note: The use of Internet Explorer is a Requirement for TaxWise.
Firefox, although compatible with virtually ALL web sites isnot 100% usable with the TaxWise
web site, which is specifically written to use Internet Explorer. . Download from:
http://www.mozilla.com/en-US/firefox/
Sunbird &
Lightning
An Open Source calendar application. Operable as a standalone calendar as Sunbird, or as
an Extension integrated into Thunderbird (known as Lightning). Sunbird can be downloaded
from:
http://www.mozilla.org/projects/calendar/sunbird/
Lightning can be downloaded from:
http://www.mozilla.org/projects/calendar/lightning/
Note: Sunbird and Lightning can be synchronized with Goggle Calendar to make the calendar
available online from any computer with the user name and password.
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