When you’re outsourcing accounting services, one question matters most: Is my financial data safe? With rising cyberattacks targeting accounting firms, costing an average of $5.9 million per breach in 2024 (Source: IBM), clients demand more than vague reassurances.
At SafeBooks, we view data security not as a checkbox but as an everyday responsibility.
Core Measures That Keep Your Data Safe
Secure VPN Access and Authentication
Every team member logs in through a dedicated virtual private network (VPN). This creates a secure tunnel between our systems and the client’s, blocking unauthorized access and third-party snooping. All devices are restricted to work-only usage, and IP logs are maintained.
We also enforce two-factor authentication (2FA) for every login, using device-generated codes or authenticator apps. This adds another layer of identity verification.
Biometric Controls and Role-Based Access
Each offshore staff member receives credentials based on job scope. Senior team leads must pass biometric verification (such as fingerprint scan) before accessing client tools or data.
No shared logins. No blanket access.
Physical Office Controls
Our delivery centers are equipped with CCTV, keycard-only entry, and segmented zones for high-sensitivity operations. Server rooms are physically locked. Every visitor is logged and escorted throughout the premises.
Encryption and Compliance: Simplified
AES-256 Encryption
We encrypt all data both at rest and in transit using AES-256 standards, the same level used by the U.S. government. All communication between clients and SafeBooks staff travels over secure HTTPS protocols.
This means your data is unreadable without a valid encryption key.
SOC 2 and ISO 27001 Certified
SafeBooks is independently certified for SOC 2 Type II and ISO 27001. These certifications verify that we:
- Perform regular risk assessments
- Maintain detailed access logs
- Monitor for intrusions
- Train staff on cybersecurity awareness
We also comply with data-handling standards from the Cybersecurity Act of 2024, which mandates secure storage, access control, and breach response for any vendor managing U.S. financial data.
U.S. Data Residency and Redundancy
Even though our teams are offshore, your data remains in the U.S. It is stored on geo-redundant servers that meet U.S. compliance laws. This ensures no cross-border exposure or conflict with data residency regulations.
Backups You Can Count On
Nightly Data Backups
Every night, we back up active accounting files, email logs, and critical systems. We use a three-tier backup system:
- Primary copy: Live operational data
- Local mirror: Hot-swappable storage for rapid failover
- Cloud backup: Geo-redundant copies updated daily
This gives your firm resilience, even in case of outage or data corruption.
Disaster Recovery Protocol
If an issue arises, our team initiates a recovery plan that includes:
- Switching to the local mirror drive
- Restoring full operations within 3 to 4 hours
- Running audit checks to verify data integrity
- Updating clients with a full incident report
Expert Insight
“Data security in accounting isn’t about having fancy tools. It’s about consistency, discipline, and accountability, day in and day out. We’ve built SafeBooks to reflect that mindset in everything from login control to backups.” Shivangi Agarwal, Managing Director (CA, CPA USA), SafeBooks Global
Before You Log Off
Data security is no longer just an IT issue. It’s a trust issue. Whether you’re a solo CPA or managing a business, you need to know that the people handling your books are also protecting them.
At SafeBooks, we secure your financial data with the same precision and care that you bring to your clients’ books. It’s not a feature. It’s the foundation of what we do.
FAQS
How does SafeBooks prevent unauthorized access to client files?
We use secure VPNs, 2FA, and role-based access tied to biometric verification for senior users. Unauthorized devices cannot access systems.
Is client data ever stored outside the U.S.?
No. All client data stays on U.S.-based servers that are geo-redundant and compliant with U.S. data residency rules.
How often is backup data tested?
Backups are restored in regular simulations to ensure that files can be recovered quickly and accurately.
Can clients request an audit of their access logs?
Yes. Clients can request access records at any time, and we provide quarterly summaries as part of our reporting structure.
Are SafeBooks staff trained in cybersecurity?
Yes. All employees complete cybersecurity training during onboarding, with monthly updates based on evolving threats.
SafeBooks also follows a WISP (Written Information Security Plan) as required by the IRS for tax professionals (IRS Pub 5708). To ensure compliance and security, we use BitLocker, Microsoft Intune, AVD, and enforce multi-factor authentication (MFA) across all systems.
