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10 Best Practices to Protect Your Information in Higher Education

In today’s academic environment, students, faculty, and staff are more connected than ever before. With access to institutional databases, personal data, and sensitive research, the importance of safeguarding information cannot be overstated. Higher education institutions are prime targets for cyberattacks, and individuals must take proactive steps to protect themselves and their institutions. The REN-ISAC (Research & Education Networks Information Sharing & Analysis Center) staff have compiled these best practices you can follow to protect your information in the higher education space:

1. Use Strong, Unique Passwords

Creating strong passwords is your first line of defense. Avoid common or easily guessed phrases, and instead, use a mix of uppercase and lowercase letters, numbers, and special characters. Consider using a password manager to generate and store unique passwords for each account, as reusing the same password across platforms increases your vulnerability to cyberattacks.

2. Enable Multi-Factor Authentication (MFA)

Many higher education institutions offer MFA for campus portals and email systems. This extra layer of security ensures that even if someone gets your password, they won’t be able to access your accounts without the second authentication method, which could be a text message, authentication app, or hardware token. Enable MFA wherever possible, especially for accounts containing sensitive information.

3. Keep Software and Systems Updated

Cybercriminals exploit vulnerabilities in outdated software. Regular updates for your operating system, web browsers, and applications often include patches to protect against security threats. Turn on automatic updates, and don’t ignore those annoying update reminders. This small step can make a big difference in securing your personal information.

4. Beware of Phishing Scams

Phishing attacks are one of the most common methods hackers use to steal information. These emails or messages might look like legitimate communications from your school or a well-known company but often contain malicious links or attachments. Always double-check the sender’s address and avoid clicking on links or downloading files from suspicious emails. If in doubt, reach out to your institution’s IT department for verification.

5. Encrypt Sensitive Data

Whenever you’re dealing with sensitive information—whether it’s personal data, academic records, or research files—ensure it’s encrypted. Encryption tools can safeguard data during transmission and storage. Many email providers and cloud services offer built-in encryption options, so use these tools to secure any sensitive information you share.

6. Use Secure Wi-Fi Networks

Free public Wi-Fi can be tempting when you’re studying at a café or traveling, but it can also expose your data to hackers. Always avoid accessing sensitive information over unsecured networks. If you must use public Wi-Fi, make sure you connect through a Virtual Private Network (VPN), which encrypts your data and protects you from prying eyes.

7. Limit Sharing Personal Information

Be cautious about what personal information you share, both online and in person. Simple details like your student ID number, birthdate, or even your home address could be used in identity theft or phishing attacks. Always verify why this information is needed before sharing it, and limit sharing to only the necessary parties.

8. Secure Your Devices

Physical device security is just as important as online security. Ensure that all your devices—laptops, smartphones, and tablets—are locked with strong PINs, passwords, or biometric authentication like fingerprint or face recognition. Always lock your devices when you step away, and enable features like remote wiping in case they’re lost or stolen.

9. Backup Data Regularly

Data loss can happen due to malware attacks, accidental deletion, or hardware failure. Regularly back up important files, like research, academic work, or critical institutional data, to an external hard drive or a secure cloud service. Make sure these backups are encrypted, so even if the worst happens, your data remains secure.

10. Familiarize Yourself with Institutional Privacy Policies

Each institution has its own data privacy and security policies, often guided by regulations like FERPA in the U.S. or GDPR in Europe. Take the time to review your institution’s policies on data protection, and ensure that you are in compliance when handling sensitive data. Knowing these rules helps you protect not only your own data but also that of others.

Conclusion

Cybersecurity is a shared responsibility. By following these 10 best practices, you can protect yourself from becoming the next victim of cybercrime while contributing to a safer academic community. Stay informed, remain vigilant, and don’t hesitate to seek help from your institution’s IT services when you’re unsure about how to secure your information.

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