Software for Tax-Aide

Software for Tax-Aide August 2011

Summary - This is a listing and description of free software programs that may be useful for Tax-Aide volunteers.

TABLE OF CONTENTS Mandatory Software TrueCrypt 3 Microsoft Security Essential 3 Clear Taxpayer Data 3 Useful and Highly Recommended Software OpenOffice 4 7-Zip 4 Software for Producing Training Material and Other Documentation FastStone Screen Capture and Snipping Tool 5 PDFill PDF Tool 5 Cute PDF Writer 5 Avery Design Pro 6 UBit Menu 6 Backup Software Comodo Backup 7 Generally Useful Software for TCSs, TCs and Others CommandBurner 8 Zip2Secure EXE 8 Revo Uninstaller 8 Recuva File Recovery 8 Software for “Computer Cleanup” Checking and Troubleshooting CCleaner 9 Eraser 9 Defraggler 9 CD Check 9 HD Tune 10 Windows Memory Diagnostic 10 WinAudit 10 Honorable Mention Thunderbird 11 Firefox 11 Sunbird & Lightning 11 AARP Foundation Tax-Aide Page 1 of 11 National Technology Committee [email protected] Software for Tax-Aide August 2011 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 on the Extranet. 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 pre-installed for a trial period on new computers and are effective if maintained up-to-date. Tax-Aid recommends 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.

AARP Foundation Tax-Aide Page 2 of 11 National Technology Committee [email protected] Software for Tax-Aide August 2011 Software Notes TrueCrypt 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 2011 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 7.0a Microsoft Security Microsoft Security Essentials Microsoft Security Essentials is a Essentials 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 which 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 erases 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.

AARP Foundation Tax-Aide Page 3 of 11 National Technology Committee [email protected] Software for Tax-Aide August 2011 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 3.3 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 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.

AARP Foundation Tax-Aide Page 4 of 11 National Technology Committee [email protected] Software for Tax-Aide August 2011 Software for producing training material and other documentation

Software Notes FastStone Screen Capture Software capable of “capturing” any portion of a screen image, and Snipping Tool 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 ‘.

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 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.

AARP Foundation Tax-Aide Page 5 of 11 National Technology Committee [email protected] Software for Tax-Aide August 2011 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 Design Pro Software available from the Avery Label Company that is easy and flexible to use for address 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” under the “Templates & Software” tab 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 adding the classic menus in addition to the new Ribbons. Free download for personal use.

Available from: http://www.ubit.ch Switch to English Use Google to get English translation of this German website.

AARP Foundation Tax-Aide Page 6 of 11 National Technology Committee [email protected] Software for Tax-Aide August 2011 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 recent tax seasons 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 go- ing 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 Notes Comodo Backup Relatively easy to set up; can backup to virtually any media, including directly to a writable CD, and 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 a zip file on a flash drive. Such a backup can be AES encrypted and is totally secure.

AARP Foundation Tax-Aide Page 7 of 11 National Technology Committee [email protected] Software for Tax-Aide August 2011 Generally useful software for TCSs, TCs, and others

Software Notes CDBurnerXP 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. Current ver. 14.4.0 (3- Feb-2011)

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 Accidentally deleted an important file? Lost something important File Recovery 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 available.

Download from: http://www.piriform.com/recuva

AARP Foundation Tax-Aide Page 8 of 11 National Technology Committee [email protected] Software for Tax-Aide August 2011 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).

Eraser can be downloaded from http: http://eraser.heidi.ie/

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. It is recommended this only be used on Windows XP computers because Widows 7 automatically defrags its self. 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/

AARP Foundation Tax-Aide Page 9 of 11 National Technology Committee [email protected] Software for Tax-Aide August 2011 Software Notes 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. Current ver. 4.61 ( 10-May-2011)

The software can be downloaded from: http://www.hdtune.com/download.html

Windows Memory Checks Random Access Memory (RAM) on your computer for Diagnostic 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. This is a Microsoft diagnostic tool.

Download from: http://oca.microsoft.com/en/windiag.asp

WinAudit 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. Current ver. 2.29

WinAudit can be downloaded from: http://www.pxserver.com/WinAudit.htm

Honorable Mention AARP Foundation Tax-Aide Page 10 of 11 National Technology Committee [email protected] Software for Tax-Aide August 2011

This software is not specific to Tax-Aide, but is freeware or provides (by some opinions) an improved operating environment other than the typical Microsoft offerings. There is NO Tax-Aide or NTC rec- ommendation 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 Tax- Wise.

Firefox, although compatible with virtually ALL web sites is NOT 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 Thunder- bird (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 Google Calendar to make the calendar available online from any computer with the user name and password.

AARP Foundation Tax-Aide Page 11 of 11 National Technology Committee [email protected]