{"id":4005,"date":"2026-08-03T18:19:03","date_gmt":"2026-08-03T18:19:03","guid":{"rendered":"https:\/\/getw9.tax\/blog\/?p=4005"},"modified":"2026-08-03T18:19:04","modified_gmt":"2026-08-03T18:19:04","slug":"protecting-w9-1099-data-irs-security-campaign","status":"publish","type":"post","link":"https:\/\/getw9.tax\/blog\/protecting-w9-1099-data-irs-security-campaign\/","title":{"rendered":"Protecting W-9 and 1099 Data: What the IRS\u2019s 2026 Security Campaign Means for Businesses"},"content":{"rendered":"\n<p><em>The campaign speaks directly to tax professionals, but its warning matters to any AP or finance team that collects sensitive payee information.<\/em><\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><td><strong>Key point: <\/strong>The IRS announcement did not create a new W-9 or 1099 requirement. It is a timely prompt to review how sensitive tax records are requested, accessed, stored, retained and disposed of.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p>On July 7, 2026, the IRS and its Security Summit partners launched the five-week \u201cProtect Your Clients; Protect Yourself\u201d summer campaign. The series is directed primarily at tax professionals and focuses on practical defenses against evolving tax-related identity theft.<\/p>\n\n\n\n<p>That official audience distinction matters. The campaign is not a new security rule for every business. Still, its lessons apply well beyond tax-preparation firms. Businesses routinely collect Forms W-9 from vendors, contractors and other U.S. payees, then use that information when an applicable information return must be prepared. Those records may contain names, addresses and taxpayer identification numbers\u2014data that deserves controlled handling.<\/p>\n\n\n\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_85 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/getw9.tax\/blog\/protecting-w9-1099-data-irs-security-campaign\/#What_the_IRS_campaign_is_and_is_not\" >What the IRS campaign is and is not<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/getw9.tax\/blog\/protecting-w9-1099-data-irs-security-campaign\/#Why_W-9_and_1099_records_require_careful_handling\" >Why W-9 and 1099 records require careful handling<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/getw9.tax\/blog\/protecting-w9-1099-data-irs-security-campaign\/#Seven_security_practices_consistent_with_IRS_guidance\" >Seven security practices consistent with IRS guidance<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/getw9.tax\/blog\/protecting-w9-1099-data-irs-security-campaign\/#1_Avoid_routine_collection_through_ordinary_email_attachments\" >1. Avoid routine collection through ordinary email attachments<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/getw9.tax\/blog\/protecting-w9-1099-data-irs-security-campaign\/#2_Limit_access_by_job_responsibility\" >2. Limit access by job responsibility<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/getw9.tax\/blog\/protecting-w9-1099-data-irs-security-campaign\/#3_Use_multi-factor_authentication_and_encryption\" >3. Use multi-factor authentication and encryption<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/getw9.tax\/blog\/protecting-w9-1099-data-irs-security-campaign\/#4_Verify_unusual_requests_through_a_separate_channel\" >4. Verify unusual requests through a separate channel<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/getw9.tax\/blog\/protecting-w9-1099-data-irs-security-campaign\/#5_Train_employees_to_recognize_phishing_and_impersonation\" >5. Train employees to recognize phishing and impersonation<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/getw9.tax\/blog\/protecting-w9-1099-data-irs-security-campaign\/#6_Maintain_a_documented_retention_schedule\" >6. Maintain a documented retention schedule<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/getw9.tax\/blog\/protecting-w9-1099-data-irs-security-campaign\/#7_Prepare_for_a_security_incident_before_one_occurs\" >7. Prepare for a security incident before one occurs<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/getw9.tax\/blog\/protecting-w9-1099-data-irs-security-campaign\/#A_practical_midyear_review_for_AP_and_finance_teams\" >A practical midyear review for AP and finance teams<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/getw9.tax\/blog\/protecting-w9-1099-data-irs-security-campaign\/#How_GetW9tax_supports_a_more_controlled_W-9_process\" >How GetW9.tax supports a more controlled W-9 process<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-13\" href=\"https:\/\/getw9.tax\/blog\/protecting-w9-1099-data-irs-security-campaign\/#The_bottom_line\" >The bottom line<\/a><\/li><\/ul><\/nav><\/div>\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"What_the_IRS_campaign_is_and_is_not\"><\/span>What the IRS campaign is and is not<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>The Security Summit brings together the IRS, state tax agencies and members of the tax industry to combat tax-related identity theft. Its 2026 summer series highlights emerging scams, employee training, security basics and the need to verify unusual requests before responding.<\/p>\n\n\n\n<p>For businesses, the correct takeaway is operational rather than regulatory: use the campaign as a midyear security checkpoint. It does not introduce a new form, change a filing deadline or automatically impose a new requirement on accounts payable teams.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Why_W-9_and_1099_records_require_careful_handling\"><\/span>Why W-9 and 1099 records require careful handling<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Form W-9, Request for Taxpayer Identification Number and Certification, is used to request a U.S. payee\u2019s correct name, taxpayer identification number and required certifications. A W-9 is not limited to independent contractors, and receiving one does not mean the payee will automatically receive a Form 1099.<\/p>\n\n\n\n<p>When a payment meets the applicable reporting requirements, the payer may use the W-9 information to prepare the appropriate information return, such as Form 1099-NEC, for the IRS and the recipient. Because W-9s and 1099s may contain sensitive personal and tax information, scattering them across inboxes, downloads folders and shared drives creates unnecessary exposure.<\/p>\n\n\n\n<p>A stolen taxpayer identification number may be used in fraudulent tax filings or other identity-theft schemes. The business impact can also include incident-response work, disrupted vendor relationships and the cost of determining which records were exposed.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Seven_security_practices_consistent_with_IRS_guidance\"><\/span>Seven security practices consistent with IRS guidance<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"1_Avoid_routine_collection_through_ordinary_email_attachments\"><\/span>1. Avoid routine collection through ordinary email attachments<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Email is convenient, but a completed W-9 should not be treated like an ordinary vendor document. Use a controlled collection method designed for sensitive information. If email is unavoidable, follow your organization\u2019s approved encryption and data-handling procedures rather than sending an unprotected attachment.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"2_Limit_access_by_job_responsibility\"><\/span>2. Limit access by job responsibility<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Not everyone who works with a vendor needs access to the vendor\u2019s taxpayer identification number. Assign access according to role, remove access when responsibilities change and review permissions periodically. AP, controller and system-administrator access should be deliberate\u2014not inherited from a broad shared drive.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"3_Use_multi-factor_authentication_and_encryption\"><\/span>3. Use multi-factor authentication and encryption<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Store completed forms in an access-controlled system that uses encryption and multi-factor authentication where available. Password protection alone is not a complete safeguard. MFA is especially important for email, cloud storage and any application holding tax records.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"4_Verify_unusual_requests_through_a_separate_channel\"><\/span>4. Verify unusual requests through a separate channel<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>A message asking you to resend a W-9, change bank details or open an unexpected document should trigger verification. Contact the vendor using a trusted phone number or contact record already on file. Do not rely on the phone number, link or reply address inside the suspicious message.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"5_Train_employees_to_recognize_phishing_and_impersonation\"><\/span>5. Train employees to recognize phishing and impersonation<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>The 2026 IRS campaign specifically warns that identity thieves continue to change their tactics. Short, recurring training is more useful than a once-a-year policy acknowledgement. Teach employees to pause when a request is unexpected, urgent or asks for personal, financial or tax information.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"6_Maintain_a_documented_retention_schedule\"><\/span>6. Maintain a documented retention schedule<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Do not delete tax records simply because they look old. The IRS advises businesses to keep an independent contractor\u2019s W-9 in their files for four years in case questions arise from the worker or the IRS. Other retention periods depend on what a record supports and the rules that apply to the business.<\/p>\n\n\n\n<p>Define who owns the retention schedule, how legal or operational holds are handled and how records are securely disposed of after the applicable period expires.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"7_Prepare_for_a_security_incident_before_one_occurs\"><\/span>7. Prepare for a security incident before one occurs<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Document who must be contacted, how access will be contained, which systems and records must be reviewed, and how reporting obligations will be evaluated. A response plan built during a calm period is more useful than improvising after suspicious activity is discovered.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"A_practical_midyear_review_for_AP_and_finance_teams\"><\/span>A practical midyear review for AP and finance teams<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Use these questions to test the current process:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>How do vendors and payees submit completed W-9 information?<\/li>\n\n\n\n<li>Where are completed forms stored after submission?<\/li>\n\n\n\n<li>Are copies still sitting in employee inboxes, local downloads or open shared folders?<\/li>\n\n\n\n<li>Who can view or export taxpayer identification numbers?<\/li>\n\n\n\n<li>Is multi-factor authentication required for every relevant account?<\/li>\n\n\n\n<li>How are unusual resend requests or payment-detail changes independently verified?<\/li>\n\n\n\n<li>Does the company have a written retention and secure-disposal schedule?<\/li>\n\n\n\n<li>Can access be removed promptly when an employee changes roles or leaves?<\/li>\n<\/ul>\n\n\n\n<p>If the team cannot answer these questions clearly, the weakness is not just a technology problem. It is a process-ownership problem. Assign an owner, document the workflow and schedule a recurring access review.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"How_GetW9tax_supports_a_more_controlled_W-9_process\"><\/span>How GetW9.tax supports a more controlled W-9 process<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>A dedicated W-9 collection workflow helps reduce the need to exchange completed forms as ordinary email attachments. GetW9.tax centralizes W-9 requests and records so teams can manage the process in one place instead of relying on disconnected inboxes and spreadsheets.<\/p>\n\n\n\n<p>Software does not replace internal controls. Businesses still need appropriate user access, staff training, retention rules and procedures for verifying suspicious requests. The value of a centralized workflow is that it gives those controls a clearer place to operate.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"The_bottom_line\"><\/span>The bottom line<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>The IRS\u2019s 2026 summer campaign is aimed at tax professionals, but businesses should not ignore it. Any organization collecting W-9 information is handling data that requires more care than an ordinary vendor file.<\/p>\n\n\n\n<p>Start with the basics: control how forms arrive, restrict who can see them, require MFA, verify unusual requests outside the original message, retain records according to a documented schedule and dispose of them securely when the retention period ends. Those steps will not eliminate every risk, but they will remove avoidable weaknesses before the next 1099 season.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><td><strong><a href=\"https:\/\/getw9.tax\/?utm_source=blog&amp;utm_medium=insideblog&amp;utm_campaign=insideblog#pricing\" type=\"link\" id=\"https:\/\/getw9.tax\/?utm_source=blog&amp;utm_medium=insideblog&amp;utm_campaign=insideblog#pricing\">Ready to move W-9 collection out of scattered inboxes? Explore GetW9.tax.<\/a><\/strong><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>The campaign speaks directly to tax professionals, but its warning matters to any AP or finance team that collects sensitive payee information. Key point: The IRS announcement did not create a new W-9 or 1099 requirement. It is a timely prompt to review how sensitive tax records are requested, accessed, stored, retained and disposed of. [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":4006,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[272],"tags":[273,243,137,275,274,77],"class_list":["post-4005","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-security-controls","tag-1099-data","tag-access-control","tag-data-security","tag-irs-security-summit","tag-phishing","tag-w-9"],"blocksy_meta":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.9 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Protecting W-9 and 1099 Data: 2026 IRS Security Guidance<\/title>\n<meta name=\"description\" content=\"See what the IRS\u2019s 2026 security campaign means for businesses handling W-9 and 1099 data, with seven practical steps for safer records.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/getw9.tax\/blog\/protecting-w9-1099-data-irs-security-campaign\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Protecting W-9 and 1099 Data: 2026 IRS Security Guidance\" \/>\n<meta property=\"og:description\" content=\"See what the IRS\u2019s 2026 security campaign means for businesses handling W-9 and 1099 data, with seven practical steps for safer records.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/getw9.tax\/blog\/protecting-w9-1099-data-irs-security-campaign\/\" \/>\n<meta property=\"og:site_name\" content=\"getW9 Blog\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/getw9.tax\/\" \/>\n<meta property=\"article:published_time\" content=\"2026-08-03T18:19:03+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2026-08-03T18:19:04+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/getw9.tax\/blog\/wp-content\/uploads\/2026\/07\/protecting-w9-1099-data-irs-security-campaign.jpeg\" \/>\n\t<meta property=\"og:image:width\" content=\"1507\" \/>\n\t<meta property=\"og:image:height\" content=\"1044\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Akash\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@getw9_\" \/>\n<meta name=\"twitter:site\" content=\"@getw9_\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Akash\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"6 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/getw9.tax\\\/blog\\\/protecting-w9-1099-data-irs-security-campaign\\\/#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/getw9.tax\\\/blog\\\/protecting-w9-1099-data-irs-security-campaign\\\/\"},\"author\":{\"name\":\"Akash\",\"@id\":\"https:\\\/\\\/getw9.tax\\\/blog\\\/#\\\/schema\\\/person\\\/aeced3801994cc34bbe402ca6cf69908\"},\"headline\":\"Protecting W-9 and 1099 Data: What the IRS\u2019s 2026 Security Campaign Means for Businesses\",\"datePublished\":\"2026-08-03T18:19:03+00:00\",\"dateModified\":\"2026-08-03T18:19:04+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\\\/\\\/getw9.tax\\\/blog\\\/protecting-w9-1099-data-irs-security-campaign\\\/\"},\"wordCount\":1108,\"commentCount\":0,\"publisher\":{\"@id\":\"https:\\\/\\\/getw9.tax\\\/blog\\\/#organization\"},\"image\":{\"@id\":\"https:\\\/\\\/getw9.tax\\\/blog\\\/protecting-w9-1099-data-irs-security-campaign\\\/#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/getw9.tax\\\/blog\\\/wp-content\\\/uploads\\\/2026\\\/07\\\/protecting-w9-1099-data-irs-security-campaign.jpeg\",\"keywords\":[\"1099 data\",\"access control\",\"data security\",\"IRS Security Summit\",\"phishing\",\"W-9\"],\"articleSection\":[\"Security &amp; 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