Step-by-Step Guide to Submitting BOI Information Securely

Introduction: Why Secure BOI Submissions Matter

One of the critical aspects of Beneficial Ownership Information (BOI) compliance is ensuring that your submission process is secure. When reporting sensitive information about your business’s beneficial owners to the Financial Crimes Enforcement Network (FinCEN), safeguarding this data from potential breaches or unauthorized access is essential. Mishandling or improperly submitting BOI reports can lead to not only regulatory penalties but also reputational damage and legal liability for data breaches.

In this blog, we’ll walk you through a step-by-step guide on how to submit BOI information securely, highlighting best practices for data protection, the importance of choosing secure submission channels, and how working with professionals like Henry Kulik CPA and Ash CPA can help ensure that your business remains compliant while keeping its information safe.

Step 1: Gather the Necessary Information for BOI Submission

The first step in submitting BOI information securely is gathering the required details about your business’s beneficial owners. FinCEN’s regulations require businesses to submit specific information about each beneficial owner, including:

• Full legal name
• Date of birth
• Residential address
• Identification numbers (such as a passport or driver’s license number)
• Ownership or control interest in the company

Before beginning the submission process, ensure that all required information is accurate and up-to-date. It’s crucial to avoid common errors, such as incorrect identification numbers or outdated addresses, as these mistakes can lead to penalties or inquiries from FinCEN.

Why Accuracy Matters in BOI Reporting

Inaccurate or incomplete information not only increases the risk of penalties but also raises red flags that may prompt further scrutiny from regulators. Ensuring that your BOI report is accurate from the outset minimizes the chances of costly mistakes.

At Henry Kulik CPA and Ash CPA, we help businesses double-check all information before submission, reducing the risk of errors. Learn more on our BOI Services page.

Step 2: Choose a Secure Submission Method

Once you’ve gathered the necessary information, the next step is selecting a secure method for submitting your BOI report. FinCEN provides secure electronic submission channels through its FinCEN Online Filing System. This system is designed to protect the confidentiality of the information submitted, ensuring that only authorized parties can access it.

However, it’s essential to take additional steps to ensure that your submission is secure. Consider the following best practices when choosing a secure submission method:

• Use Secure Internet ConnectionsWhen submitting BOI information online, always ensure that you are using a secure, encrypted internet connection. Avoid using public or unsecured Wi-Fi networks, which can expose your data to potential breaches.
• Enable Two-Factor Authentication (2FA)Where possible, enable two-factor authentication (2FA) on any accounts or systems used for BOI submission. 2FA adds an additional layer of security, ensuring that only authorized individuals can access the submission portal.
• Work with Professional AdvisorsNavigating the secure submission of BOI reports can be complex, particularly for businesses that are not familiar with cybersecurity best practices. Working with professionals like Henry Kulik CPA and Ash CPA can help you submit your information securely, reducing the risk of unauthorized access or data breaches.

For more details on secure submission methods, visit our Services page.

Step 3: Secure Your Data Before Submission

Before submitting BOI reports, it’s important to ensure that the data you’ve collected is stored securely. This step is particularly critical for businesses that manage large amounts of sensitive information or have complex ownership structures.

Here are some key steps you can take to secure your data before submission:

• Encrypt Sensitive DataEncryption is one of the most effective ways to protect sensitive data. By encrypting your BOI information, you ensure that even if the data is intercepted during transmission, it cannot be accessed by unauthorized parties.
• Use Secure Storage SolutionsStore your BOI information in secure, encrypted storage systems. Avoid storing sensitive data on unsecured devices or networks, which can increase the risk of data breaches.
• Limit Access to BOI DataOnly authorized personnel should have access to BOI information. Implement access controls that restrict who can view, edit, or submit beneficial ownership information. This reduces the risk of insider threats or accidental breaches.

At Henry Kulik CPA and Ash CPA, we implement strict data security protocols to ensure that our clients’ BOI information is protected at all times.

Step 4: Submit the BOI Report to FinCEN

Once your data is secure and you’ve selected a secure submission method, it’s time to submit your BOI report to FinCEN. Submitting through FinCEN’s online system is straightforward, but it’s important to follow these best practices to ensure a smooth process:

• Double-Check All Information Before SubmissionBefore submitting, carefully review all the information in your BOI report to ensure it is accurate and complete. Any discrepancies or omissions can result in penalties or delays in processing.
• Submit BOI Reports EarlyTo avoid potential technical issues or delays, submit your BOI report well before the reporting deadline. This gives you time to address any issues that may arise during the submission process and ensures that your business meets its compliance obligations.
• Keep a Record of Your SubmissionAfter submitting your BOI report, keep a record of the submission, including confirmation from FinCEN that your report has been received. This documentation can be valuable in case there are any questions or disputes regarding your submission.

Step 5: Monitor and Update Your BOI Information

BOI compliance is an ongoing process, and submitting your initial report is just the first step. If there are any changes in your business’s ownership structure or beneficial owners, you are required to update your BOI report with FinCEN within the specified time frame.

Failing to update your BOI information when changes occur can result in penalties, so it’s essential to monitor your ownership structure and ensure that any updates are submitted in a timely manner.

Updating Your BOI Information

• Changes in Ownership: If a new beneficial owner acquires a stake in your business or an existing owner’s interest changes, you must file an updated BOI report with FinCEN.
• Changes in Control: Any changes in who controls your business must also be reported.

At Henry Kulik CPA and Ash CPA, we help businesses stay compliant by monitoring their ownership structures and submitting timely updates to FinCEN as needed. For more information on how we can assist with ongoing BOI compliance, visit our BOI Services page

Best Practices for Securing BOI Submissions

To ensure that your BOI submission process is as secure as possible, it’s important to follow these best practices:

1. Use Encryption for All Sensitive DataEncrypt all BOI information, both during transmission and while in storage. This ensures that even if the data is intercepted or accessed by unauthorized parties, it remains protected.
2. Implement Strong Access ControlsLimit access to your BOI information by implementing strict access controls. Only authorized personnel should be able to view, edit, or submit beneficial ownership information.
3. Regularly Review Your Cybersecurity PracticesData security is an ongoing concern, and it’s essential to regularly review and update your cybersecurity practices to ensure that they remain effective. This includes using up-to-date encryption protocols, secure storage solutions, and access control measures.
4. Work with Professional AdvisorsBOI compliance can be challenging, particularly when it comes to ensuring the security of your submissions. Working with professional advisors like Henry Kulik CPA or Ash CPA can help you navigate the process with confidence, ensuring that your information remains secure.