The Data Privacy Challenge: Securing Education Records in a Digital Age

Research from Educause shows that 70% of higher education are investing in digitizing their information-based processes. 

“32% are developing a Dx [Digital Transformation] strategy and another 38% of higher education institutions are exploring Dx,” – Educause

But with rising cyber threats in the education sector, many educators are wondering if this digitization is safe. The truth is that, like physical security, digital security requires its own set of best practices and the right provider to be successful.

You Wouldn’t Leave Your School Unlocked at Night

You wouldn’t leave your school unlocked at night, nor would you leave sensitive paper documents out in the open. Your school may also carefully select vendors for alarm systems or cameras. While these best practices mainly apply to physical information security, adopting proven best practices for digital security will ensure your institution closes vulnerabilities, protects student privacy, and operates efficiently.

The Rising Risks of Data Breaches in K-12 Schools

Why Schools Are Prime Targets for Cyberattacks

According to data from antivirus software provider MalwareBytes, cyber attacks in education rose 70% from 2021 to 2022, from 68 to 116 incidents. What’s more, the majority of these attacks were through ransomware. Aptly named, ransomware holds vital information and operations for ransom, shutting staff out of software or threatening to leak private data.

The private, federally protected data and crucial nature of education make these attacks incredibly financially lucrative to attempt on educational institutions. That’s why, in this post, we’ll discuss the common threats educational institutions face, the benefits of digitizing your information, and the steps you can take to protect it while maintaining efficiency.

Common Threats Facing K-12 Data Security

• Phishing Attacks & Ransomware: Cybercriminals often exploit security vulnerabilities to gain access to school staff and student accounts. They do this through fraudulent emails containing links or requests, which inevitably lead to data breaches or system lockdowns.
• Unauthorized Access & Insider Threats: Without proper access controls, sensitive student records may be viewed or shared by any account. This creates challenges when tracking suspicious activity and fails to minimize damage in the event of a breach.
• Cloud Security Vulnerabilities: While cloud-based storage solutions offer convenience, misconfigured settings, a lack of best practices, or an incorrect provider can lead to breaches that expose sensitive data.

Understanding FERPA: The Key to Compliance in Student Records Management

What Is FERPA and Why Does It Matter?

FERPA is a federal law that protects student education records. It grants parents and eligible students rights over their data. Schools must obtain consent before sharing student information with third parties, prioritizing compliance.

FERPA Compliance Challenges in a Digital-First World

• Managing Digital Access: Schools must ensure that only authorized personnel can access student records.
• Securing Data Storage: Schools must do their due diligence in protecting this information from breaches.
• Tracking Document Access: Schools must maintain detailed audit trails to prove compliance in case of an investigation.

Consequences of FERPA Violations

Failure to comply with FERPA can lead to high consequences, including:

• Legal Penalties: Non-compliant schools risk losing federal funding and facing lawsuits.
• Reputational Damage: Data breaches can lead to losing trust among parents and the community.
• Operational Disruptions: A breach or investigative disruption can cause significant administrative challenges for schools.

How IIM Solutions Enhance K-12 Data Security and Compliance

The Role of Intelligent Information Management in Education

Intelligent Information Management (IIM) solutions provide a secure, centralized system for managing cumulative, supplemental, health, and administrative documents. With IIM, schools can:

• Store documents securely with encryption, audit trails, user-specific access, and more.
• Set permissions and retention workflows to ensure compliance with FERPA and other regulations.
• Enhance efficiency with effortless information access across classrooms, offices, and departments.

Key ECM Features for Data Privacy and FERPA Compliance

1. Role-Based Access Controls: Restrict document access to authorized personnel only, complying with FERPA privacy standards and limiting the impact of breaches.
2. Automated Audit Trails: Track every document interaction, ensuring accountability and allowing you to monitor suspicious activity.
3. Secure Cloud Storage & Encryption: Protect against cyber threats and data breaches while maintaining peak efficiency. The right provider makes security easier in the cloud, with resources that are not feasible for locally hosted solutions.

Reducing Human Error: Automation and Standardized Workflows

Manual document management increases the risk of errors and compliance violations. With IIM:

• Automated document retention policies ensure records are kept or deleted according to legal guidelines.
• Standardized workflows and permission-based access prevent data mishandling and ensure proper approvals before sharing data.

Best Practices for Schools to Strengthen Data Security

Implementing a Zero-Trust Security Model

A zero-trust approach requires strict verification for all users and devices accessing school data. Schools can implement:

• Multi-factor authentication (MFA) for staff and administrators.
• Network segmentation to restrict sensitive data access.

Regular Security Audits and Staff Training

• Conduct routine IT security assessments to identify vulnerabilities.
• Train educators and staff on best practices for handling student records.

Encouraging a Culture of Data Privacy Awareness

• Educate students and parents about digital privacy risks.
• Promote responsible data-sharing practices within the school community.

In Summary

As K-12 schools and universities embrace digital solutions, safeguarding student information remains a top priority. Heightened cyber attacks and suboptimally secure information management pose significant challenges, but implementing a robust IIM system can help schools avoid security threats.

By leveraging IIM solutions, schools can protect sensitive data, ensure FERPA compliance, and enhance efficiency in all their information-based tasks.

How Square 9 Can Help

Square 9 is a leading provider of AI-powered intelligent information management solutions that take the paper out of work and make it easier to get things done. With digital workflows that automate many aspects of how you work today, we make it easy by extracting information from scans or PDFs, storing documents in a searchable archive, and building digital twins of your current processes through graphical workflows.