As schools adopt more cloud-based online school management software, new cybersecurity risks and best practices must be addressed to keep sensitive student data secure.
Cloud Computing Benefits and Risks
Cloud-based school software offers benefits like lower costs, easier scalability and maintenance versus on-premises systems. However, storing data with outside vendors also creates risks including:
- Unauthorized access - Data exposed via misconfigurations or hacking
- Loss of physical control - Can't control security of vendor infrastructure
- Inconsistent security models - Potential gaps between school and vendor defenses
- Data ownership uncertainty - Unclear data rights if vendor has custody
- International data storage - Concerns when data stored globally
Breaches can expose confidential student records like grades, IEPs, personal info.
Assessing Vendor Cybersecurity Posture
Schools evaluating vendors should:
- Review third-party audit reports like SOC 2
- Scrutinize the vendor's security organization and staffing
- Examine their security policies, controls, and compliance
- Require transparency into where data is stored
- Vet how they manage data access permissions
- Confirm encryption used both in transit and at rest
Best Practices for Defense Layers
Schools should deploy security measures like:
- Network controls - Firewalls, threat detection, network segmentation
- Access controls - Role-based permissions, MFA, strong password policies
- Application security - Input validation, QA testing, patching
- Data encryption - Both in transit and at rest in cloud environments
- Business continuity - Backup/restore data capabilities
Special Considerations for Student Data
Extra precautions needed to protect sensitive student records:
- Carefully vet vendor agreements on data custody and access
- Limit collection and retention of personal data per regulations
- Masking or de-identification techniques to anonymize data
- Added access restrictions on high-risk data like special education
- Monitor who is accessing data and unusual activity
Training Staff on Responsible Data Practices
- Safe internet usage and avoiding malware
- Secure password policies
- Recognizing and reporting phishing attempts
- Responsible social media use
- Ethical data handling aligned to privacy regulations
Conclusion
As software and student data shifts online, enhanced cybersecurity and staff training is imperative for schools. With rigorous evaluation of vendors, security layers, responsible access policies, and training, schools can utilize the cloud while minimizing risk and safeguarding data integrity.
FAQs
What vendor qualifications should schools verify?
Ask for audit results (SOC 2), security policies, staffing, tools used, compliance with standards like ISO 27001, and transparency into infrastructure security.
How can data access be tailored to only appropriate users?
Role-based permissions controlling exactly what data subsets each user group can see. Access fully logged and audited.
What legal obligations exist around student data security?
Regulations like FERPA and COPPA mandate schools keep student data private and secure. Vendor agreements must be compliant.
How frequently should cybersecurity training occur?
Annual training at minimum, but ideally continued security reminders and phishing simulation tests done regularly to keep staff alert to the latest threats.
