9 Key Practices to Ensure Data Security in Your Student Management System

In today's digital world, security is crucial. It involves many layers that must work together to create a strong defence against various threats. At Wisenet, we are constantly improving our systems and processes with the latest security enhancements. Our ISO 27001:2022 certification shows our commitment to protecting sensitive information in our Student Management System (SMS).

However, technology alone cannot keep us safe. Security education and awareness are essential parts of a complete security strategy. We conduct extensive training internally and are now extending these efforts to our customers. Understanding the impacts of security incidents—such as personal data loss, financial damage, and loss of reputation—is key to realising the importance of security awareness in protecting RTO data in vocational education and training.

Impacts of Security Incidents

Security breaches can have severe consequences. Here are some practical examples:

• Personal Data Loss: When customer data is compromised, it can lead to identity theft, fraud, and privacy violations. For example, the Ashley Madison breach in 2015 exposed the personal information of millions of users, leading to identity theft and extortion.
• Financial Impacts: Businesses can suffer significant financial losses due to fines, legal fees, and the cost of fixing the breach. In 2020, Service NSW, an Australian government agency, was hit by a cyberattack that resulted in the exposure of 738 GB of data, costing the agency millions of dollars in response and remediation efforts.
• Loss of Reputation: Trust is hard to rebuild once a company’s reputation has been damaged by a security incident. This can result in a loss of customers and a decline in market value. For instance, the 2022 Optus security breach exposed the personal data of millions of customers, severely damaging the company's reputation and eroding customer trust.

Types of Threats

Understanding the types of threats we face is the first step in defending against them. While there are many different types of online security threats, the most common include:

Phishing Attacks: Deceptive attempts to obtain sensitive information by pretending to be a trustworthy entity. Fake emails and websites are a common way scammers obtain your login credentials.

Password Spraying Attacks: Attempting to gain access to a large number of accounts by using common passwords.

Credential Stuffing Attacks: Using stolen credentials from one site to gain access to accounts on other sites.

Malware Attacks: Malicious software designed to damage or disrupt systems.

Man-in-the-Middle (MitM) Attacks: Interceptions of communication between two parties to steal or alter information.

Mobile Device Attacks: Exploitation of vulnerabilities in mobile devices to gain unauthorised access.

Security Best Practices

To defend against these threats, here are some essential security practices:

1. Do NOT Share User Accounts: Ensure each user has a unique account to maintain accountability and reduce risk.
2. Use Strong Passwords: Create complex passwords that are difficult to guess. Use a Password Manager to make it easier to remember complex passwords.
3. Rotate Passwords: Use different passwords for each different login. Change passwords periodically to minimise the risk of compromised credentials.
4. Enable Multi-Factor Authentication (MFA): This is one of the most important layers of security. Even if your username/password is compromised, this will significantly reduce the likelihood of the bad actor from gaining access. It is suggested to have MFA on all of your logins.
5. Single-Sign-On (SSO) with Google or Microsoft: Where possible, use Google or Microsoft SSO as your authentication method for online applications. This leverages the strength of these platforms for greater protection. Learn how to do this in Wisenet
6. Verify Identity: Whether via email or phone, always verify the other person. If you get a strange request, even from a trusted email, call them to confirm as their account may be compromised.
7. Be Cautious with Emails: Avoid clicking on links or downloading attachments from unknown or suspicious emails. Check the sender's email address as it could be fake and pretending to be an entity or person you know.
8. If in Doubt, STOP!: Being overly cautious is better than taking a risk. Seek advice from your security team.
9. Be Prepared: The response to a security breach is vital to limiting the impact. Having a rehearsed action plan allows for a quicker response. Know your legal obligations.

For additional insights on security best practices, refer to Microsoft's Cybersecurity Reference Architectures, which provides comprehensive guidance on creating a secure IT environment.

Summary

While advanced technologies and certifications like ISO 27001 enhance security, the human factor often remains the weakest link. The many scams and identity theft cases reported in the news highlight the need for heightened security awareness. We hope that this blog has helped to promote awareness and provide practical tips to protect yourself and your business from cyber threats, particularly in managing and safeguarding Student Management System data, and protecting all stakeholders in vocational education and training.

Security is an ever-changing landscape, and there is no finish line in security systems and processes. Stay vigilant and informed to ensure the security of your digital environment. Regularly review your business processes and systems to ensure a strong security culture, as illustrated by companies that have successfully avoided breaches by doing so.

For more information on Wisenet's security best practices, visit: Wisenet Data Security Management.