Secure archiving is essential for schools and universities because in order to effectively organize, manage and protect private or sensitive information, data needs to be stored in a safe location.
Since schools and universities are using more and more digital methods of teaching, many institutions are starting to use these methods for storing and processing documents, personal information, communication, etc. Digital and cloud technology helps to maintain a high standard of learning while continuing to engage students’ interest.
Online communication between staff and students is increasing which makes accessing teaching materials and gaining feedback a quick and simple process. Also, it is more straightforward for the institution to organise and store large amounts of constantly changing details using Cloud Archiving; this means that information is safe and can be accessed whenever it is needed (but only by those authorized).
However, working in the cloud presents issues such as IT security and data leakage. Despite all the benefits of cloud technology in schools, the use of the internet will inevitably bring risks to a learning environment. Information security should be a top priority as schools are in control of a lot of sensitive information about their students and staff. These institutions are obligated to protect the data which they receive.
In order to secure this information properly and obey regulatory compliance, the data must be entirely confidential and accurate, as well as being made easily available to authorized persons. FERPA (family educational rights and privacy act in the US) have established rights for the personal information of students which include the following:
In universities, an archive’s level of availability is very important for sharing research with a lower level of confidentiality; whereas in schools a high level of confidentiality and accuracy is needed when it comes to financial information and sensitive data. These issues with the archive and the education sector demonstrate a growing need for these institutions to adopt a method of storage that allows for 100% security as well as having completely accurate details in the files.
According to the data protection act (1998), information processed in UK educational institutions must be fairly and lawfully processed, accurate and secure. This is where a cloud archive simply fits the bill as not only can institutions find a compliant archive, they will also save money in doing so as less power is used and less maintenance is needed.
