Novatia's Top Tips for Improving Data Security in Education

Data security has become a growing concern in the education sector. Schools, colleges, and universities handle vast amounts of sensitive data, from student records to financial information, making them prime targets for cyberattacks. In fact, data breaches are becoming more common in schools and colleges - new figures from the Information Commissioner's Office, external (ICO) show 347 cyber incidents were reported in the education and childcare sector in 2023 - an increase of 55% on 2022. This means ensuring data security in education is not just a technical challenge but also a critical responsibility.

At Novatia, we understand the unique challenges educational institutions face in protecting their data - and we’ve had years of experience providing robust solutions…

In this blog, we share our top tips for improving data security in education, helping you safeguard your institution’s valuable information and maintain trust with students, staff, and parents.

Conduct regular security audits

Security audits are the foundation of a robust data security strategy. Regular audits help identify vulnerabilities in your systems before they can be exploited. These audits should assess all aspects of your institution's IT infrastructure, including servers, networks, databases, and end-user devices. By conducting thorough security audits, you can stay ahead of potential threats and ensure that your security measures are up-to-date.

It’s wise to partner with a third-party consultancy to conduct these audits, as external experts can provide an unbiased assessment and recommend best practices that may not be immediately apparent to internal teams. Here at Novatia, we offer comprehensive data audits for schools and MATs and support their development of clear and effective data strategies. Using your own records and effective stakeholder engagement, our experts ensure you have the full picture of how data is being used and stored in your organisation so you can develop a strong data strategy, helping you to achieve wider ambitions with a high-level roadmap that prioritises your action plan.

Implement strong access controls

Access control is one of the most effective ways to protect sensitive data. In a large educational environment such as a school or MAT, it’s important to ensure that only authorised personnel have access to certain information, such as student records or financial data. There are several steps you can take to help achieve this:

• Use role-based access controls (RBAC) to limit access based on the user’s role within the institution. 
• Implement multi-factor authentication to add an extra layer of security.
• Regularly review and update access permissions, especially when staff members change roles or leave the institution.

Remember, insider threats, whether intentional or accidental, can pose a significant risk to educational institutions. These threats can come from current or former employees, students, or contractors who have access to sensitive information and systems. Whether it’s a group of students pulling a prank or a jaded ex-staff member with malicious intentions, schools need data security policies that restrict unauthorised personnel from gaining access to valuable data.

Educate staff and students on cybersecurity best practices

That’s why educating staff and students on cybersecurity best practices is essential for reducing the risk of accidental data exposure. To comply with DfE standards, awareness and training should cover topics such as recognising phishing emails, creating strong passwords, and safely handling sensitive information.

To stay ahead of the game, schools should consider implementing mandatory cybersecurity training sessions for all staff and students - don’t forget to regularly update these sessions to address new threats and vulnerabilities.

Use encryption for data at rest and in transit

Encryption helps protect data both at rest and in transit. The difference between data at rest and data in transit is simply whether the data is currently stationary or moving to a new location (data at rest is safely stored on an internal or external storage device). Encrypting data ensures that even if it is intercepted or accessed without authorisation, it cannot be read or used. All sensitive information, including student records, financial data, and personal information, should be encrypted.

Within educational settings, it’s wise to make sure that your encryption protocols are up-to-date and comply with the latest security standards. This involves using encrypted connections (HTTPS, SSL, TLS, FTPS, etc) to protect the contents of data in transit. For protecting data at rest, enterprises can simply encrypt sensitive files prior to storing them and/or choose to encrypt the storage drive itself. Schools should always consider using end-to-end encryption for communications within the institution to avoid a data breach.

Develop and enforce a data retention policy

The Data Protection Act 2018 and UK GDPR says you should only keep data for as long as you need it. A data retention policy outlines how long your institution will keep different types of data and when it will be securely deleted. Keeping data longer than necessary increases the risk of it being compromised, so it’s important to develop a data retention policy that complies with legal requirements and best practices, and ensure it is enforced consistently across the institution.

To increase effectiveness of a data retention policy, make sure you’re following these simple steps:

• If you identify any information you no longer need, you should dispose of it safely.
• Automate the data deletion process where possible to minimise the risk of human error. 
• Regularly review and update the data retention policy to reflect changes in regulations or institutional needs.

Through our continuous work on DfE projects, Novatia has learned the importance of flexibility and adaptability in ICT design and implementation. By anticipating future technological trends and incorporating scalable solutions, schools can avoid becoming obsolete and continue to benefit from the latest advancements in EdTech.

As this blog demonstrates, Novatia has developed a proven approach to delivering successful EdTech projects. These lessons continue to guide us as we help schools and MATs across the UK harness the power of technology to enhance education.

Regularly update software and systems

Outdated software and systems are common entry points for cyberattacks. While it may seem obvious, regularly updating all software, including operating systems, applications, and security tools is essential for protecting against known vulnerabilities. Many cyberattacks exploit weaknesses in outdated software, so staying current is critical for maintaining data security:

• Enable automatic updates wherever possible and schedule regular maintenance windows to apply updates that require system downtime. 
• Encourage users to report any issues that may arise after updates to ensure swift resolution.
• Upgrade outdated tech and software with newer, more reliable options.

Create an incident response plan

No security system is foolproof, which is why it’s essential to have an incident response plan in place. If your school or trust uses the DfE's Risk Protection Arrangement, then you should already have a cyber incident response plan. This should be activated in the aftermath of a cyber attack or data breach - while it is likely that the plan will not cover every circumstance, it will still help you respond in a structured and calm fashion.

An incident response plan should outline the steps to take in the event of a data breach, including how to contain the breach, notify affected parties, and restore normal operations. Having a well-prepared response plan can minimise the damage caused by a breach and help maintain trust with your institution’s community.

It’s important to regularly test your incident response plan with simulated data breaches to ensure that all stakeholders understand their roles and responsibilities. If needed, the plan can be updated based on the outcomes of these tests.

Utilise cloud-based security solutions

Cloud-based security solutions offer several advantages for educational institutions, including scalability, cost-effectiveness, and advanced threat detection capabilities. These solutions can help protect against a wide range of threats, from malware to DDoS attacks, and are often easier to manage than on-premises security tools.

When choosing a cloud security provider, check they comply with relevant data protection regulations and offer robust security features, such as encryption, intrusion detection, and disaster recovery. You can read more about choosing cloud-based computing services in one of our earlier blogs. 

Stay informed about emerging threats

The cybersecurity landscape is constantly evolving, with new threats emerging regularly. Staying informed about the latest threats and vulnerabilities will benefit the data security of your institution in the long run. 

Here are some ways you can ensure your school keeps in the loop:

• Subscribe to cybersecurity newsletters and attend industry conferences to keep tab of the latest developments.
• Participate in cybersecurity training and webinars to help build a strong defence against potential attacks.
• Collaborate with cybersecurity experts  who can provide insights and recommendations tailored to the needs of educational institutions.

Data security in education is a complex and ongoing challenge, but with the right strategies in place, it is possible to protect your institution’s sensitive information. 

Here at Novatia, we have the tools and expertise to keep your school secure. From data audits and strategies to cyber security services, we can help improve your data security - get in touch with us today to find out more.