5 Essential Data Security Measures for Education Institutes Using CRM

Shocking News: Unacademy is Hacked, data of 20 million users up for sales  

In May 2020, Unacademy, a prominent online learning platform, suffered a breach that exposed the personal information of approximately 22 million users. 

Despite the passwords being hashed, weak encryption left the data vulnerable, revealing usernames, email addresses, and other account-related details. 

What does this news hold for you?

This incident underscores the critical need for robust encryption methods to protect sensitive student data.

As Tim Cook famously said, “Data privacy and security are not just important; they are essential and non-negotiable.“ For premium education institutes like yours, neglecting data privacy is simply not an option. 

In the education sector, the stakes are even higher due to the vast amounts of sensitive data involved. 

Is it significant for every educational institute? 

Whether you run a university, a standalone vocational institute, a coaching centre, or a higher education institution, you manage numerous databases that must be protected from corruption and breaches at all costs.

This blog is dedicated to comprehending educational institutions’ potential security pitfalls and devising proactive strategies to prevent data breaches. 

First, let’s explore the myriad possibilities and vulnerabilities that can render your institution’s data susceptible to attacks.

Common Threats to Education Institute’s Data

Educational institutes encounter a spectrum of sources, each presenting unique challenges to data security. Here are some common vectors through which educational institutions can face security threats and potential data breaches:

1. Phishing Emails: Phishing remains one of the most common tactics used by cybercriminals to gain unauthorized access to sensitive data. Your staff, students, and prospective students may receive seemingly legitimate emails containing malicious links or attachments designed to steal login credentials or install malware.
2. Malware and ransomware: Malware, including ransomware, can infect your institute’s networks and systems, encrypting data or disrupting operations until a ransom is paid. Malicious software can be introduced through email attachments, compromised websites, or removable media.
3. Unsecured Mobile Devices: With the increasing use of mobile devices in institutes, including smartphones and tablets. Data exposure is risky if these devices are lost, stolen, or compromised. Without proper security measures such as encryption and remote wiping capabilities, sensitive data stored on mobile devices can be accessed by unauthorized individuals.
4. Weak Passwords and Authentication: Weak passwords and lax authentication practices can provide easy access for cyber attackers. You may face risks from staff or students using easily guessable passwords or reusing passwords across multiple accounts.
5. Third-party Services and Vendors: Educational institutions often rely on third-party services and vendors for various functions, such as cloud storage, CRM systems, and administrative software. If these vendors have inadequate security measures in place, they can become a point of vulnerability for data breaches.
6. Insider Threats: While malicious external actors pose a significant risk, insider threats from disgruntled employees or students with access to sensitive data should not be overlooked. These individuals may intentionally or unintentionally compromise data security through actions such as unauthorized access or data exfiltration.
7. Physical Security Breaches: Physical security measures are also crucial for protecting sensitive data stored on-premises. Without proper access controls, surveillance, and monitoring, unauthorized individuals may gain physical access to servers, computers, or storage devices containing sensitive information.

Today, let’s delve deeper into the fifth point, focusing on third-party services and vendors, with a particular emphasis on maintaining data security while utilizing a CRM system for managing admissions tasks.

5 Measures to Ensure Data Security While Using a CRM System

Educational institutions increasingly depend on customer relationship management (CRM) systems to manage the admissions process. These systems streamline applicant tracking, communication, and data management, making the process more efficient. 

However, this also raises concerns about data security, given the sensitive nature of the personal information involved. Implementing robust data security measures is crucial to protecting applicant data and maintaining trust. 

Here are five essential data security measures for educational institutions using CRM systems for admissions.

1. Implement robust access controls

Ensuring that only authorized personnel have access to the CRM system is the first line of defence against data breaches.

• Role-Based Access Control (RBAC): Assign permissions based on the specific roles of users involved in the admissions process. For example, admissions officers might need full access, while support staff may only require limited access.
• Multi-Factor Authentication (MFA): Enhance security by requiring multiple forms of verification, such as a password and a one-time code sent to a mobile device, ensuring that even if one credential is compromised, unauthorized access is prevented.

2. Encrypt sensitive data

Encryption ensures that sensitive applicant information is protected both during transmission and while stored.

• Encrypt Data at Rest and in Transit: Use robust encryption protocols like SSL/TLS for data in transit and AES for data at rest. This protects applicant data from being intercepted or accessed without authorization.
• Use Encrypted Communication Channels: Ensure that all communications between the CRM system and users are encrypted, preventing unauthorized access to sensitive information during transmission.

3. Regularly update and patch systems

Keeping the CRM software and related systems up-to-date is crucial for protecting against vulnerabilities.

• Automatic Updates: Configure the CRM system to automatically apply updates and patches, minimizing the risk of exploitation of known vulnerabilities.
• Vendor Coordination: Maintain close communication with the CRM vendor to stay informed about the latest security updates and ensure they are promptly applied.

4. Conduct regular security audits and penetration testing

Regular security audits and penetration testing help identify and address potential vulnerabilities before they can be exploited.

• Internal and External Audits: Conduct regular internal audits and hire external security experts to perform comprehensive assessments of the CRM system’s security.
• Penetration Testing: Simulate cyber attacks to test the resilience of the CRM system, identifying weaknesses that need to be addressed to prevent real-world attacks.

5. Educate and train admission team

Human error is often the weakest link in data security. Educating and training admissions staff on data security best practices is essential.

• Regular Training Sessions: Conduct ongoing training sessions to keep the admissions team informed about the latest security threats and best practices for protecting applicant data.
• Phishing Awareness: Teach staff how to recognize and respond to phishing attempts and other common cyber threats, ensuring they can protect the CRM system and applicant data from social engineering attacks.

Feeling overwhelmed? Don’t worry, we’re here to help. Here’s a checklist of the key security compliances to look for when evaluating CRM systems:

Key Security Compliance Checklist to Consider While Evaluating CRM Systems

When evaluating CRM systems, ensure they offer the following security features:

• Azure Geo-Fencing Firewalls: Restrict access based on geographical locations to protect against attackers.
• API Request (IP and Customer Throttling): Limit API requests based on IP addresses and customer activity.
• GDPR Compliance: Adhere to GDPR guidelines to protect personal data and ensure responsible data collection and processing.
• Password-Protected Application Data: Secure data with robust password protection.
• Two-Factor Authentication (2FA): Add an extra layer of security with two verification forms.
• Cryptographic Hash: Secure sensitive data and verify integrity using cryptographic hashing.
• Confidentiality NDA and MoU: Maintain legal and secure practices with Non-Disclosure Agreements (NDAs) and Memoranda of Understanding (MoUs).
• 256-bit encryption, TLS 1.1, and HTTPS: Protect data during transmission with secure protocols.

To Wrap Up 

Protecting student information is paramount for any educational institution. Implementing robust access controls, data encryption, regular updates, security audits, and comprehensive staff training can significantly reduce the risk of data breaches.

ExtraaEdge recognizes these critical needs and offers a CRM and marketing automation solution built with top-notch security standards. With ExtraaEdge, you can confidently safeguard your data while streamlining your admissions process.

Choose ExtraaEdge and experience the peace of mind that comes with knowing your data is secure. 

Ready to see how it works? Book a Demo anytime at your convenience and discover the difference ExtraaEdge can make for your institution.