Every spring, accounting firms go through a ritual that’s equal parts grind and glory. Between January and April, it’s all hands on deck—teams working around the clock, systems strained to the max, and cybersecurity often taking a back seat to client deadlines. But now that the dust has settled from another tax season, smart firms are shifting their focus to what comes next.
This is the window—right now—when accounting leaders have the breathing room to re-evaluate their IT posture, address the weak points exposed during the rush, and make meaningful upgrades that protect the firm’s future. Because here’s the truth: the off-season isn’t really “off” anymore. It’s your most strategic time to invest in long-term resilience.
Let’s break down five critical IT improvements your accounting firm should prioritize while the pressure’s off—and before the next cyber or compliance crisis hits.
Let’s get one thing straight—cybersecurity is no longer just a technical function buried in the IT closet. It’s a full-blown business risk with financial, legal, and reputational consequences. And during tax season, that risk goes into overdrive.
Accounting firms are prime targets. Why? Because you're not just processing numbers—you’re handling a treasure trove of sensitive data: SSNs, banking credentials, payroll details, business financials, and in some cases, complete identity portfolios. Cybercriminals know this. And they time their attacks accordingly.
In fact, according to the Ohio Attorney General’s 2024 Cybersecurity Report, the financial services sector ranked in the top three most targeted industries for reported data breaches in the state, with accounting firms called out specifically as high-risk due to seasonal surges and smaller IT teams.
And it’s not just the large firms being hit. Over 60% of data breach notifications in Ohio involved small to mid-sized businesses—precisely the size and structure of most CPA firms across Columbus, Cleveland, and the rest of the state.
Why the focus on SMBs? Because attackers know that during the crush of tax season:
Staff are overworked and under-rested
Security protocols are often relaxed for the sake of “just getting it done”
And frankly, many firms still rely on outdated legacy tools or single IT generalists stretched too thin
Exactly the kind of soft target a ransomware gang or phishing campaign is looking for.
So now that the season has passed, ask the questions that matter:
Did you experience any phishing attempts? (Spoiler: You probably did, whether you caught them or not.)
Were staff able to recognize and report suspicious emails?
Did multi-factor authentication (MFA) actually prevent any unauthorized access attempts—or were there workarounds?
Were your backups tested, segmented, and verified to be restorable?
Did your team even have the time to think about security while buried under client work?
If you don’t like the answers to those questions—or worse, if you don’t know the answers—then it’s time to get serious.
This is the post-season moment when firm leaders need to stop thinking of cybersecurity as “IT’s problem” and start recognizing it as an executive-level risk management responsibility.
Here in Ohio, we’ve already seen the legal implications ramp up. The Ohio Data Protection Act, enacted in 2018, gives businesses a “safe harbor” if they follow recognized cybersecurity frameworks like NIST 800-171, CIS Controls, or ISO 27001—but that safe harbor only applies if you can demonstrate that you’re actually following them.
Most firms? They’re nowhere near that bar.
Actionable Takeaway: Conduct a formal cybersecurity risk assessment right now, while the lessons from tax season are still fresh. This isn’t just a box to check—it’s your foundation for all other improvements.
Start by aligning with the NIST Cybersecurity Framework or CIS Critical Security Controls, both of which are practical, scalable, and recognized by regulators (including the State of Ohio). If your firm doesn’t have the bandwidth or internal expertise, this is where working with a specialized Managed Security Services Provider (MSSP) pays dividends.
The right MSSP will not only identify gaps but also help you build a roadmap that includes:
Regular employee security awareness training (tailored for non-technical users)
Email filtering and phishing simulations
24/7 threat monitoring and alerting
Automated compliance tracking
Incident response planning and tabletop exercises
Remember: You can outsource operations, but you can’t outsource responsibility. Your clients trust you with their most sensitive data—treat that responsibility like the business-critical asset it is.
Let me put it plainly: if your accounting firm lost access to client data during tax season—even for a few hours—you’d be in serious trouble. Think about the downstream impact: missed deadlines, IRS penalties, reputational damage, and a potential exodus of clients. That’s not just inconvenient—it’s existential.
Here’s the catch. Most firms think they have backups in place. They might even have external drives or cloud storage solutions running in the background. But there’s a big difference between having backups and having a real business continuity strategy.
In 2024, this isn’t about duplicating files—it’s about building resilience against ransomware, accidental deletion, hardware failure, and even regional disasters. The old “set it and forget it” model doesn’t cut it anymore.
Can you restore quickly—really quickly?
How long would it take to get your systems back online if hit by ransomware? A full system restore that takes 24 to 48 hours during peak season might as well be a week. Most firms underestimate their recovery time objective (RTO) and don't test it under pressure.
Are your backups segmented and secure?
If your backups are sitting on the same network as your production data—or worse, on an always-connected drive—they’re a sitting duck for modern ransomware, which now actively seeks out and encrypts backups before launching.
Do you conduct tabletop exercises to test your response?
When’s the last time your firm ran a simulation of a data breach or system failure? Most firms skip this because they’re “too busy.” But in a real crisis, you don’t want your first response to be guesswork.
In the past two years, Ohio firms—especially in the Cleveland and Columbus regions—have seen an uptick in ransomware activity targeting professional services. The Ohio Cyber Reserve, a volunteer cyber defense force under the state’s Adjutant General, reported in 2023 that ransomware attacks on small firms had doubled since 2021. Accounting firms were highlighted as high-risk due to seasonal workloads and outdated infrastructure.
And let’s not forget the 2022 ransomware incident at a regional firm in Toledo, which lost access to tax records for nearly 800 clients just days before the April 15 deadline. It wasn’t a nation-state actor or zero-day exploit—it was a basic phishing email that triggered ransomware. Their backups were stored on the same network as their production servers, and both were encrypted. Recovery cost over $150,000 and weeks of damage control.
It’s time to move beyond basic backups. What you need is a layered data protection and recovery strategy built for today’s threat landscape. Here’s what that looks like:
Adopt a 3-2-1-1 strategy:
3 copies of your data
2 different storage types
1 copy offsite
1 copy that’s immutable or air-gapped (can’t be altered or deleted by malware)
Use immutable cloud backups. These are backups that can’t be modified or deleted during the retention period, which is key in defending against ransomware encryption.
Test restores quarterly. Don’t just back up—verify that you can actually restore a full production environment. Measure how long it takes, and make sure your RTO and recovery point objective (RPO) are aligned with business needs.
Automate backup monitoring. Backups that fail silently are a hidden liability. Your system should alert you immediately if something isn’t right.
Integrate backups into a full Business Continuity and Disaster Recovery (BC/DR) plan. Identify critical systems, map dependencies, and assign responsibilities. A strong backup without a clear recovery process is like having a parachute with no ripcord.
Run tabletop exercises twice a year. Simulate a ransomware attack or server failure. Involve your leadership, IT, and operations teams. Make it real—because one day it will be.
Here’s the bottom line: If you haven’t tested it, you can’t trust it.
And in Ohio, where cybercrime is trending upward and regulatory scrutiny is tightening, resilience isn’t just an IT concern—it’s a leadership responsibility. Treat your data backup and continuity plan like what it really is: a lifeline for your business.
Remote work didn’t just change where we work—it fundamentally changed how we secure our firms. Accounting teams today are working from home offices, airports, client sites, coffee shops—you name it. And while that flexibility boosts productivity, it also dramatically increases your exposure to cyber threats.
Your attack surface no longer stops at the office firewall. It now includes:
Home Wi-Fi routers with weak credentials
Personal laptops with outdated antivirus
Mobile devices accessing sensitive data over public networks
Cloud applications syncing across unsecured endpoints
In other words, every device is a doorway—and attackers are checking to see which ones are open.
According to Verizon’s 2024 Data Breach Investigations Report, over 70% of malware attacks begin at the endpoint—and small firms with remote workforces are especially vulnerable. It’s no surprise, then, that the Ohio Department of Commerce’s Division of Financial Institutions flagged endpoint security gaps as one of the top audit findings among regional financial and accounting firms last year.
And let’s not kid ourselves—most SMBs don’t have a full-time IT team rigorously patching, monitoring, and managing every laptop, phone, and virtual machine. The result? A fractured endpoint environment with uneven defenses.
This matters, because even a single compromised device can be the entry point for ransomware, credential theft, or lateral movement into your core systems. The breach doesn’t have to start at your firm—it could begin at an employee’s kid’s gaming laptop on the same network.
Patch management is table stakes. Every device on your network should receive regular, automated updates—not just for Windows or macOS, but for applications like browsers, PDF tools, and collaboration platforms like Teams or Zoom. Most exploits target unpatched third-party software, not the OS itself.
Endpoint Detection & Response (EDR) is essential. Legacy antivirus can’t keep up with today’s advanced threats. EDR solutions offer behavioral analysis, anomaly detection, and rapid containment—so if something slips through, it doesn’t spread.
Device control is non-negotiable. Who can plug in a USB drive? Can files be transferred to personal devices? Are firm laptops encrypted? These are questions regulators and insurers are now asking. And if you don’t know the answer, you may be out of compliance.
Zero Trust must extend beyond the office. It’s not about trusting devices or networks by default. It’s about verifying continuously, whether a device is at headquarters in Columbus or a kitchen table in Canton. Every user, every login, every request must be evaluated based on context and risk.
To truly secure a hybrid accounting firm in 2025, take the following steps:
Standardize all endpoints. Issue firm-controlled, managed devices to employees wherever possible. Personal devices introduce too much variability and too many blind spots.
Deploy EDR on every device. Make sure your security stack includes EDR—not just antivirus. The best solutions will offer real-time alerts, automated response, and centralized visibility.
Enforce strict patch management. Use automated tools to ensure all endpoints receive updates consistently, including third-party applications.
Encrypt all firm devices. If a laptop is lost or stolen, encryption ensures sensitive client data doesn’t walk out the door with it.
Implement mobile device management (MDM). For any staff accessing firm systems via phone or tablet, use MDM to enforce controls, enable remote wipe, and separate business from personal data.
Audit your remote work security policy. Define what’s allowed, what’s monitored, and what happens when a policy is violated. Make this part of onboarding and ongoing training.
We often say, “You’re only as secure as your weakest endpoint.” And in a hybrid world, that weak link could be anywhere—literally.
For Ohio accounting firms juggling compliance, client trust, and remote productivity, hardened endpoints aren’t a luxury. They’re a foundational part of your cyber defense strategy—and a key factor in whether you recover from an incident or get knocked out by one.
Let’s not sugarcoat it: accounting firms today operate in a compliance minefield. What used to be basic due diligence has evolved into a complex web of overlapping regulations, state-level data privacy mandates, and increasingly aggressive enforcement actions.
Whether you’re processing payments (PCI DSS), managing personally identifiable financial data (GLBA), or adhering to IRS Publication 4557 for safeguarding taxpayer information, the rules are multiplying—and they’re not getting any easier to follow.
And here’s the kicker: compliance isn’t just a legal risk anymore—it’s a client expectation. When high-net-worth individuals or business clients hand over sensitive data, they’re assuming it will be protected with the same rigor a bank or hospital would apply. If you can’t demonstrate that level of care, they’ll move to a firm that can.
In 2023, the Ohio Attorney General’s office issued multiple enforcement actions under the Ohio Data Protection Act, a law that rewards businesses with legal safe harbor if they maintain cybersecurity programs that align with recognized frameworks like NIST, CIS, or ISO. But the flip side is this: if you're breached and out of compliance, you're legally exposed—and more likely to face fines, litigation, or both.
For accounting firms, there are three primary compliance buckets you should have locked down:
IRS Publication 4557 – This governs how tax preparers must protect taxpayer data. It’s not optional—it’s federal law. And the IRS has been increasing spot audits on tax professionals, especially those using cloud-based platforms without adequate controls.
GLBA (Gramm-Leach-Bliley Act) – If your firm provides financial advice or handles investment data, you’re likely subject to GLBA. This means annual risk assessments, written security plans, staff training, and encryption of sensitive data—at rest and in transit.
PCI DSS (Payment Card Industry Data Security Standard) – If you accept credit card payments—even just through QuickBooks or Square—you have PCI obligations. That includes secure transmission, tokenization, vulnerability scans, and logging access to payment systems.
And let’s not forget Ohio’s own data privacy statutes and client contract obligations, which are starting to mirror parts of the California Consumer Privacy Act (CCPA) and other state frameworks. The compliance bar is rising—whether regulators are knocking or not.
Here’s the honest truth—most small and mid-sized accounting firms are treating compliance like a once-a-year checkbox exercise. They scramble to get documents together for tax season or renew their E&O coverage, and then put it all on the shelf until next year.
That’s a dangerous mindset.
Compliance is not a static checklist. It’s a living, evolving discipline that requires continuous monitoring, documentation, and alignment with shifting regulations and threats. The firms that treat it this way are the ones that stay audit-ready—and win more high-value clients in the process.
The solution isn’t to throw more spreadsheets and man-hours at the problem—it’s to streamline and automate wherever possible. Here’s how to move forward:
Build a living compliance roadmap. Map out your obligations under each applicable regulation (IRS 4557, GLBA, PCI, etc.) and assign owners to each task. Update quarterly—not annually.
Use a compliance automation platform. There are now affordable, SMB-friendly tools that automate evidence collection, monitor controls, and alert you to gaps before they become liabilities. These tools also make audits dramatically easier.
Schedule quarterly policy reviews. Don't let your Written Information Security Program (WISP), data retention policy, or acceptable use policy go stale. Regulators look at timestamps—and so should you.
Perform annual risk assessments. Not just for cybersecurity, but for compliance. Tie your risk register to each regulation and document what controls mitigate each risk.
Partner with a provider who understands accounting-specific compliance. Not all IT vendors are created equal. Look for one that speaks the language of your industry and can help you navigate overlapping obligations without duplication of effort.
Compliance isn’t going away—and neither is the scrutiny. But firms that treat it as a strategic advantage, not just a regulatory burden, are better positioned to scale, retain clients, and weather audits with confidence.
So instead of fearing the next update to IRS guidelines or the next Ohio data privacy revision, build a system that evolves with the rules—because they will change.
Let’s be honest—many firms barely get through tax season. They survive it, but only just. Systems groan under the load, that one “critical” Excel macro crashes twice a day, and your team wastes hours hunting down files across disconnected tools. Everyone’s too busy to fix anything, so duct tape becomes the default solution.
Sound familiar?
It’s a cycle we’ve seen countless times, especially with small to mid-sized firms across Ohio. You grow just enough to feel the pain, but not enough to justify an overhaul. So year after year, you patch things up, delay upgrades, and cross your fingers. The problem is, that technical debt adds up—and the longer you delay modernization, the more it costs in productivity, security, and team morale.
Now—after tax season—is your golden window to break the cycle.
Legacy infrastructure isn’t just “outdated tech.” It’s a bottleneck. It slows down your staff, increases your security risk, and makes it harder to onboard new talent or adapt to new client demands.
Let’s look at where the cracks really show:
Aging on-prem servers that run hot, go down at the worst time, and require manual intervention for even basic maintenance
Standalone applications that don’t integrate, forcing staff to rekey the same data across multiple systems
Email-based workflows where approvals, document sharing, and client collaboration take 3x longer than they should
Manual, repetitive tasks—like data entry, document tagging, or reporting—that eat up your most valuable resource: time
And we haven’t even touched on the security risk. Outdated software lacks modern encryption, often isn’t patched regularly, and makes you more vulnerable to ransomware or regulatory violations. In fact, in 2023, over 40% of SMB data breaches in Ohio were tied to outdated operating systems or unsupported software, according to the Ohio Information Security Council’s annual review.
Modernization doesn’t mean reinventing your entire firm overnight. It means taking a strategic look at your core systems and identifying where smarter technology can give you better outcomes. That could mean:
Migrating away from on-prem servers to secure, compliant cloud platforms like Microsoft 365 or industry-specific private clouds that offer built-in encryption, backup, and access controls
Moving to an integrated practice management system that combines client intake, workflow automation, document management, billing, and reporting—all in one platform
Automating low-value, high-volume tasks with tools like robotic process automation (RPA) or low-code solutions to eliminate manual rework and reduce error rates
Standardizing tools across your firm to avoid shadow IT, improve collaboration, and make training and support more efficient
Improving remote access infrastructure with secure, VPN-free zero-trust solutions that let your team work anywhere without compromising data integrity
The best place to start is with an infrastructure and application audit. Here’s how to do it:
Inventory all hardware, software, and licenses. Know what’s running, who’s using it, and when it was last updated.
Assess what’s costing you time or causing friction. Talk to your staff. Where are they slowed down? What tools do they dread using?
Identify security gaps tied to outdated systems. Are there apps you can’t patch anymore? Servers that aren’t encrypted? Systems that lack MFA?
Prioritize based on business impact. Start with the systems that, if modernized, will save the most time, reduce the most risk, or unlock new client capacity.
Create a phased modernization roadmap. Don’t try to do it all at once. Start with quick wins—like cloud migration for email and file storage—then work up to practice management and workflow automation.
Here’s the thing: technology isn’t just a cost center—it’s a force multiplier. Firms that modernize see higher productivity, stronger security, and better staff retention. And in a tight labor market, that matters.
So don’t wait until next tax season to realize your systems are holding you back. This is your moment to upgrade—not just your tech, but your entire operational model.
You see, the firms that grow year over year aren’t just better at taxes—they’re better at protecting their business. They treat cybersecurity and IT maturity as core business functions, not back-office chores.
The quiet season isn’t a time to coast. It’s a time to strengthen the foundation, because when tax season rolls around again—and it will—you want to be faster, more secure, and better prepared.
Want a deeper dive on where to begin? I recommend starting with a full cybersecurity and compliance gap assessment. It’s the most effective way to surface hidden risks and prioritize your next steps.