With universities managing everything from financial aid and health records to research data and student credentials, data security and meeting compliance such as understanding GLBA for Universities and Colleges has never been more critical. As higher education becomes more digital, it also becomes a prime target for cyberattacks.
In fact, according to a 2023 report by Sophos, over 79% of higher education institutions experienced a ransomware attack in the past year.
So, how can colleges and universities strengthen their defenses? Let’s cover the top data security practices for higher education.
8 Data Security Practices for Higher Education
Colleges and universities are the guardians of a massive amount of sensitive data. Think financial aid records, medical history, academic transcripts, research materials, staff credentials — the list goes on.
So, if you want to strengthen your institute’s data security, here are the best practices you need to follow:
1. Understand the Types of Data You Handle
Data security starts with visibility. Every institution needs a full inventory of the types of data it collects and where that data is stored. This includes digital databases, cloud services, third-party software, staff laptops, and even paper records.
To start, assign a data governance team or lead. Their job is to document all sources and storage locations of sensitive information, including student records, health data, and financial transactions. Once mapped out, data should be categorized by sensitivity level.
Assign data ownership to departments or individuals responsible for each dataset. This means someone is always accountable for maintaining security protocols around that data — no grey areas.
2. Set Clear, Strict Access Controls
Access control is about ensuring that only the right people see the right data at the right time. Universities often struggle here due to their size and complexity.
The best thing you can do here is implement role-based access permissions across all systems, which means people only get access to the data they need to do their jobs.
Moreover, regularly audit who has access to what and revoke access immediately for anyone who no longer needs it. Also, make multi-factor authentication (MFA) non-negotiable. It adds a simple but strong layer of protection and significantly reduces the risk of credential theft.
3. Encrypt Everything — At Rest and In Transit
Encryption is now a safety net in an era where cyber threats are at their peak. By using it, even if a hacker breaches your system, your data will looklike gibberish unless they have the decryption key.
Make sure all sensitive information is encrypted both when it’s stored on servers or in the cloud (data at rest), and while it’s being shared via emails, forms, or apps (data in transit).
Work with your IT or cybersecurity team to ensure you’re using industry-standard encryption protocols (like AES-256). Additionally, regularly review your encryption settings; don’t “set it and forget it.”
4. Keep Software and Systems Up to Date
Cybercriminals thrive on outdated systems. Every piece of outdated software is a potential open door for attackers. Universities use countless platforms, learning management systems, HR software, and payment gateways. If any one of them is left unpatched, it can compromise the entire network.
Set up automated patch management wherever possible. Ensure all devices connected to your network, including faculty and student laptops, receive regular security updates. If a system or tool is no longer supported by its developer (i.e., it’s “end of life”), retire it immediately.
5. Train All Your Staff and Students
Your people are your first line of defense or your weakest link. Most data breaches happen because someone clicked the wrong links or reused a weak password.
For this, conduct mandatory cybersecurity awareness training at least once a year for faculty, staff, and even students. Training should cover phishing scams, secure password practices, data handling procedures, and the importance of reporting suspicious activity.
Make sure to make it interactive and relatable by using real-world examples, even recent trends in society, simulations, and quizzes. Also, include cybersecurity best practices in your new hire onboarding process so everyone starts on the right foot.
6. Create a Breach Response Plan for Emergencies
No system is bulletproof. That’s why you need a clearly written incident response plan. This should outline exactly what to do, who to contact, and how to communicate during a data breach.
Your plan should include:
- A list of internal contacts and external partners (legal, PR, FBI, cybersecurity firms)
- A step-by-step guide to containing and analyzing the breach
- Protocols for notifying affected individuals and regulatory bodies
Test your plan at least once a year through tabletop exercises or simulations.
7. Don’t Ignore Vendor Risks
Universities rely heavily on third-party vendor service providers for everything from admissions software to cafeteria management. But if those vendors don’t follow strong data security standards, your data is still at risk.
Perform due diligence before working with any vendor. Ask for their security certifications (like SOC 2 or ISO 27001) and require that they notify you immediately in the event of a breach.
Limit the amount of student or staff data vendors can access; only share what’s necessary. Review contracts to ensure they meet your institution’s data protection standards.
In our experience, higher education institutions go beyond document requests and reviews and rely on FortifyData for our capability to conduct non-intrusive external assessments of vendors and in-scope assessments of the specific service (for clients) in addition to maintaining a vendor inventory, risk register and questionnaire exchange (HECVAT, PCI DSS, etc.). “Oversight of service providers” is a requirement in the Safeguards Rule for understanding GLBA for Universities and Colleges compliance initiatives.
8. Stay Aligned with Data Protection Laws
Laws like GLBA, FERPA, HIPAA, and even GDPR (if you serve international students) all carry legitimate legal and financial consequences for non-compliance.
Assign a compliance officer or team responsible for staying current with regulations like GLBA compliance. This team should regularly review and update data policies, coordinate internal audits, and work closely with IT and legal departments to ensure full compliance.
Document everything — from staff training sessions to breach response plans. Regulators want to see proof, not just promises.
9. Monitor Your Network Like a Hawk
Real-time system monitoring is how you stay one step ahead. You can’t stop a threat you don’t know about.
Also, make sure to invest in monitoring tools like a continuous monitoring platform like FortifyData, next generation firewalls, and SIEM (Security Information and Event Management) platforms. They alert you to unusual activities like logins from unknown devices, spikes in data transfers and newly identified ransomware-linked vulnerabilities.
Log all activity, review those logs regularly, and set up automated alerts for critical systems. Early detection is the difference between a minor incident and a full-blown breach.
Outsmart the Threats Before They Strike
Building a secure digital campus isn’t just about checking boxes or reacting to breaches. It’s about shifting your mindset from being reactive to proactively managing your institution’s cyber risks.
But here’s the challenge: Most breaches don’t happen because of what you see.
This is where FortifyData comes in.
Our Attack Surface Management (ASM) platform helps you identify every exposed asset, known and unknown, and the vulnerabilities that come with them — before attackers do.
