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5 Secure File Sharing Capabilities Educational Institutions Require

by Robert Dougherty updated April 24, 2023 Secure File Sharing

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As technology becomes an integral part of education, file sharing is an essential tool for students, teachers, and administrators alike. However, with the increasing amount of sensitive information being shared online, data privacy and security have become more critical than ever before. This blog post provides an overview of file sharing practices in education, security risks associated with unsecured file sharing, best practices for secure file sharing, tools and technologies to support secure file sharing, and student privacy laws related to file sharing.

Table of Contents

The Importance of Secure File Sharing in Education

With the widespread use of technology in classrooms and remote learning settings, teachers and students alike are frequently exchanging files containing sensitive information, such as grades, assignments, and educational records containing personally identifiable information (PII) and protected health information (PHI).

File sharing is the process of distributing or accessing files from a central location using different methods, such as email attachments, cloud storage, or local file sharing. While file sharing can improve collaboration and productivity, it also poses significant security risks such as data breaches, malware attacks, intellectual property theft, and reputational damage.

Secure file sharing is crucial to ensure that this information is protected from unauthorized access and data breaches. By implementing secure file sharing protocols, educational institutions can safeguard their students’ and faculty members’ sensitive information, as well as comply with various data protection regulations.

One of the most significant benefits of secure file sharing is that it enables collaboration and communication while maintaining data security. For instance, teachers can share lesson plans, multimedia resources, and other materials with their colleagues without worrying about their data falling into the wrong hands. Similarly, students can collaborate on group projects and assignments without having to worry about unauthorized access to their work.

In addition to these benefits, secure file sharing can also help institutions save time and money. By utilizing cloud-based file sharing services, schools can reduce their storage and IT costs while ensuring that their content remains protected.

Impact of COVID-19 on File Sharing in Education

The COVID-19 pandemic has resulted in a significant rise in online learning, thereby increasing the demand for secure file sharing in the education sector. Educational institutions have had to adapt quickly to remote learning environments, which has led to an increase in the use of online collaboration tools and file sharing platforms.

With this shift, there is a growing concern regarding data privacy and security issues, as sensitive student information is now being shared online. Therefore, ensuring secure file sharing practices has become even more critical to protect students’ privacy and prevent unauthorized access to confidential files. Educational institutions must prioritize secure file sharing practices to maintain the integrity of their online learning environments and protect their students’ information.

Risks Associated With Insecure File Sharing for Educational Institutions

From online registration to digital documents and cloud storage, schools now have a plethora of tools to manage and share information with students and staff. However, these technologies also come with a host of risks that can jeopardize the security and privacy of student information.

One of the most significant risks of insecure file sharing is cybersecurity threats. Educational institutions are prime targets for cybercriminals looking to steal sensitive content, such as student records, Social Security numbers, and financial information. A single breach can result in widespread identity theft, financial fraud, and irreparable damage to a school’s reputation.

Additionally, careless file sharing can also lead to compliance risks with data privacy laws. The Family Educational Rights and Privacy Act (FERPA) and the Children’s Online Privacy Protection Act (COPPA) require schools to maintain strict data privacy policies and ensure that student data is only shared with authorized parties. Failing to comply with these laws can result in hefty fines and legal repercussions.

Moreover, the repercussions of data breaches for educational institutions can be staggering. Data breaches can result in lawsuits, loss of funding, and damage to the school’s reputation, ultimately leading to a decline in student enrollments. These consequences can have serious long-term impacts on the institution’s financial stability and ability to provide quality education to students.

In addition to these major risks, other potential security issues include employee negligence, unauthorized access, and hacking attempts. Therefore, educational institutions should prioritize secure file sharing best practices to protect themselves and their students from the devastating impacts of data breaches and cyber threats.

Secure File Sharing Best Practices for Education

To mitigate the risks associated with unsecured file sharing, educational institutions should adopt best practices to ensure secure file sharing. These practices include:

1. Use Secure File Sharing Platforms in Education

The first and most important practice for secure file sharing in education is to use secure file sharing platforms. These platforms offer several benefits over traditional file sharing methods, such as email attachments or USB drives. For one, they usually offer end-to-end encryption, which means that the data is encrypted as it is being transmitted, and only the intended recipient can decrypt it. Secondly, they offer granular access control, which allows administrators to set permissions for who can view or edit shared files.

When selecting a secure file sharing platform, there are several features to look for, such as multi-factor authentication, audit logging, and a zero-trust security model. Multi-factor authentication adds an extra layer of security by requiring users to provide a second factor, such as a code generated by a token or biometric data, to access their accounts. Audit logging allows administrators to track file access and sharing activities, which is essential for compliance and security purposes. Finally, a zero-trust security model assumes that every request for access is a potential security risk and requires authentication and authorization every time.

2. Implement Secure File Sharing Access Controls and Permissions

The second-best practice for secure file sharing in education is to implement access controls and permissions. Access controls and permissions allow administrators to define who can access or edit shared files. It is important to set strong passwords and require users to change them periodically. Additionally, it is essential to implement role-based access control, which allows administrators to define roles and set permissions based on those roles. This will ensure that users only have access to the files they need to do their job.

When managing access and permissions, there are several best practices to follow, such as regularly reviewing and revoking permissions, using least-privilege access, and segregating duties. Reviewing and revoking permissions regularly will ensure that only authorized users have access to shared files. Using the least-privilege access principle means that users should only have access to the files they need to do their job and nothing more. Segregating duties means that different users should be responsible for different aspects of file sharing to prevent any one person from having too much control.

Common mistakes to avoid when managing access and permissions include granting too much access, relying solely on user passwords, and not revoking permissions when users leave the organization. It is important to strike a balance between giving users enough access to do their job and limiting access to sensitive files.

3. Secure File Sharing Must Encrypt Sensitive Data

The third-best practice for secure file sharing in education is to encrypt sensitive files. Encryption is the process of converting data into a code that can only be deciphered with a specific key. Encrypting sensitive content ensures that even if an unauthorized person gains access to the content, they cannot read it without the encryption key.

There are several types of data encryption methods, including symmetric key encryption and public key encryption. Symmetric key encryption uses the same key to both encrypt and decrypt the data, while public key encryption uses a public key to encrypt the data and a private key to decrypt the data.

Best practices for data encryption include using strong encryption algorithms, creating and protecting encryption keys, and using a secure key management system. It is also essential to regularly test and update encryption methods to ensure that they are still effective.

4. Train Staff and Students on Secure File Sharing Practices

The fourth-best practice for secure file sharing in education is to train staff and students on secure file sharing practices. Educating staff and students on how to securely share files can prevent accidental data leaks and reduce the risk of cyberattacks.

Common mistakes to avoid when sharing files include sharing sensitive data through insecure channels, not using strong passwords, and not properly securing devices that contain sensitive files.

5. Regularly Audit File Sharing Activities

The fifth and final best practice for secure file sharing in education is to regularly audit file sharing activities. Auditing file sharing activities allows administrators to track who has accessed what files and when, which is essential for compliance and security purposes.

Tools and techniques for auditing file sharing activities include log analysis, network traffic analysis, and user behavior analysis. Logs should be analyzed regularly to identify any suspicious activity, and network traffic should be monitored for any unusual activity.

Best practices for file sharing auditing include creating an audit plan, regularly reviewing audit logs, and following up on any detected anomalies. It is also important to involve stakeholders in auditing activities, such as the IT department, administrators, and content owners.

Choosing the Right File Sharing Tool

Choosing the right file sharing tool for educational institutions is crucial to ensure secure and efficient sharing of sensitive information. Here are some key factors to consider when selecting a file sharing tool for your school or university:

1. File Sharing Security

The file sharing tool should have robust security features, such as data encryption, multi-factor authentication, and access controls, to ensure the confidentiality and integrity of sensitive content.

2. File Sharing Ease of Use

The tool should be easy to use for both teachers and students, with an intuitive interface and simple sharing options.

3. Secure File Sharing Compatibility

The file sharing tool should be compatible with the devices and operating systems used by the institution, including desktops, laptops, tablets, and smartphones.

4. Secure File Sharing Integration

The tool should integrate with other educational software and systems, such as learning management systems, to facilitate seamless sharing and collaboration.

5. Secure File Sharing Storage Capacity

The tool/platform should provide sufficient storage capacity to meet the institution’s needs, with the option to upgrade or scale up as required.

6. Cost of Secure File Sharing

The tool should be cost-effective, with transparent pricing and no hidden fees, to ensure affordability and sustainability.

File Sharing and Student Privacy Laws

Educational institutions are required to adhere to various student privacy laws concerning file sharing, such as FERPA, COPPA, and the Health Insurance Portability and Accountability Act (HIPAA). These regulations are in place to protect students’ personal information and ensure that it is not improperly disclosed or used. FERPA establishes the rights of students and their families to access and control their educational records, while COPPA aims to protect children under the age of 13 from online privacy violations. HIPAA regulates the handling of individuals’ health information and applies to educational institutions that have health-related programs or services. Educational institutions must understand and comply with these laws to protect their students’ privacy and avoid potential legal consequences.

Future of File Sharing in Education

The future of file sharing in education is expected to witness notable advancements in technology, emerging trends, and challenges. Educational institutions will likely continue to adopt new file sharing technologies and practices to ensure secure and efficient sharing and collaboration among students and educators.

One emerging trend is the use of cloud-based file sharing platforms that enable seamless collaboration among users, regardless of their location. These platforms offer enhanced security features such as end-to-end encryption and access controls, making them an attractive option for educational institutions.

Another trend is the increasing use of mobile devices for file sharing, as more students and educators use smartphones and tablets for learning and teaching. This trend may lead to the development of mobile-specific file sharing applications that offer convenience and ease of use.

However, as technology advances, there may be new challenges and risks associated with file sharing in education. Educational institutions will need to be vigilant in protecting student information from cyber threats such as data breaches, hacking, and phishing attacks. Additionally, they may need to navigate legal and regulatory issues related to data privacy and security.

How Kiteworks Facilitates Seamless and Secure File Sharing in Education

The Kiteworks Private Content Network is designed to help schools and other educational institutions to send and share sensitive content securely and in compliance with security standards and data privacy regulations. Kiteworks provides a safe and reliable platform for sharing sensitive documents and files among students, teachers, and staff members.

Additionally, with Kiteworks, educational institutions can create virtual data rooms that can be accessed by authorized users from anywhere, at any time, using any device. These workspaces are equipped with robust security features such as end-to-end encryption, password protection, and access controls, multi-factor authentication, and the ability to set expiration dates and revoke access to shared files. This ensures that only authorized users have access to the files, and that the files are protected from unauthorized access and data breaches.

Additionally, the platform offers real-time collaboration features that allow multiple users to work together on a single project, without compromising data security. Kiteworks makes it easy for schools and other educational institutions to comply with data privacy regulations such as FERPA, COPPA, and HIPAA.

Kiteworks’ content-based policy management enables educational institutions to manage content access to the level of individual users. This includes the ability to track and control access to folders and files, generate reports to demonstrate adherence to regulations like FERPA, and employ geofencing.

Kiteworks envelops its Private Content Network with a hardened virtual appliance that creates layers of security to dramatically reduce risks associated with vulnerability exploits and impact severity. Kiteworks’ comprehensive security approach includes an embedded network firewall and WAF, zero-trust privilege access, AI-based anomaly detection, advanced intrusion detection and alerts, and zero-day threat modeling.

Educational institutions interested in understanding how Kiteworks can help you manage security and compliance exposure risks can schedule a custom-tailored demo today.

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