Now that spring has arrived and, for many tax professionals, a respite from client or executive management pressures is soon at hand, we have an opportunity to address some of the technology-related issues that we never seem to have time for. Below are a few suggestions to help you, your employer and your clients recharge for the second fiscal quarter.

1. Straighten up the data center or server room. Whether I’m conducting an acquisition due diligence or an IT audit engagement, nothing shouts “management incompetence” like walking into a data center or server room that is not physically maintained. Sometimes, organizations will even store unused equipment, paper files, cleaning supplies, etc., in these rooms. Competent management would recognize the risks in storing flammable products here, not to mention the trouble that allowing maintenance people into what should be a very protected area to get their supplies could bring. Whatever the reason for the clutter, now is the time to clean it up.

2. Place all file boxes in storage. Over the past few years, many firms and companies have invested significant sums in complying with various privacy-related governmental regulations. Others are involved with highly confidential work such as merger due diligence, forensic investigations or business valuations, and financial planning. Yet, all too often, boxes of confidential information are stored underneath desks, in the conference room closet or, even worse, in common areas. Obviously confidential information must be appropriately protected, even if that means looking into off-site storage solutions.

3. Get your locks fixed. Firms often invest in office furniture, such as file cabinets that have a combination or physical lock to house sensitive information. But how many times, even at your own workplace, have these combinations been forgotten or the physical keys lost? If confidential information will continue to be maintained in these cabinets, vow to reset the combination locks or order backup keys—usually from the furniture manufacturer—this season, and establish a policy that makes it clear who is responsible for safeguarding them.

4. Delete electronic files in accordance with your eDiscovery strategy and policy. In response to eDiscovery, many organizations have developed a strategic storage plan to ensure that they maintain only the documents that they need to keep. However well-intentioned, though, if that strategy isn’t properly followed, documents that should have been destroyed may not have been, thereby reducing the effectiveness of the plan. Now is a good time to make sure that documents (especially electronic ones) that should be destroyed are, and that documents that should be kept are appropriately protected.

5. Delete sensitive documents using an approved shredder. It’s not unusual to see office dwellers dispose of sensitive information by simply tossing it into the garbage. But those disposed-of documents can fall into the wrong hands—indeed, many hackers gain knowledge about a company by “dumpster diving.” Most people find it easy enough to do the right thing and shred sensitive information when they’re faced with a small number of pages. However, when bulk shredding is required, staff tend to shirk from the task. Recognizing this, some firms have initiated a “bulk shredding day,” which encourages and creates time for the secure shredding of sensitive documents or workfiles on a group basis. Consider whether your own firm should invest in such a practice.

6. Clean up your electronic devices. Residual files and processing fragments can accumulate on personal computers and other devices. Whether they’re the product of websites you’ve visited or programs or utilities that were installed, over time, they make our computers sluggish. Cleaning utilities, both those within the operating system and add-ons, can be used to optimize your system and may even fix other productivity-zapping nuisances that you may not have had time to focus on during busy season.

7. Don’t forget continuing education. Replacing outdated IT ideas with new ones is a critical part of spring-cleaning. During busy season, professionals typically don’t have the bandwidth to keep up with developments beyond their day-to-day tasks, and professional responsibilities such as continuing education are routinely postponed until later in the year. But one benefit of completing some continuing education in the spring is that it enables you to use the knowledge gained throughout the year, rather than just at the end.

8. Create a plan. As professionals we strive for excellence. Now that you’ve taken this opportunity to analyze areas of accomplishment and areas needing improvement, develop a plan that will enable you to continue to expand your professional competency and the value that you provide to your clients.

Joel Lanz, CPA/CITP, CFF, CISA, CISM, CISSP, CFE, is the sole proprietor of Joel Lanz, CPA P.C., and an adjunct professor at SUNY–College at Old Westbury. He is a member of the NYSSCPA’s Technology Assurance Committee and The CPA Journal Editorial Board, as well as a past chair of the Technology Assurance Committee. Mr. Lanz can be reached at jlanz@joellanzcpa.com.