What are the best ways to secure student data in email communication?

1 Use secure platforms

Not all email platforms are equally secure. Some may have weak encryption, poor password policies, or vulnerable servers. You should use an email platform that meets the standards of the Family Educational Rights and Privacy Act (FERPA), which protects the privacy of student education records. For example, you can use Google Workspace for Education, which is FERPA-compliant and offers various security features, such as two-factor authentication, data loss prevention, and spam filtering.

2 Encrypt your emails

Encryption is a process of encoding your emails so that only the intended recipients can read them. Encryption can prevent unauthorized access, interception, or tampering with your emails. You can encrypt your emails in different ways, depending on your email platform and your preferences. For example, you can use a built-in encryption feature, such as Gmail's confidential mode, or a third-party encryption tool, such as ProtonMail or Mailvelope.

3 Avoid sending sensitive data

Even if you use a secure platform and encrypt your emails, you should still avoid sending sensitive data over email, unless absolutely necessary. Sensitive data includes any information that can identify or harm a student, such as social security numbers, grades, health records, or disciplinary actions. If you need to share sensitive data with a student, you should use a more secure method, such as a password-protected portal, a secure file-sharing service, or a phone call.

4 Educate your students

Your students also play a role in securing their data when using email. You should educate your students on how to use email safely and responsibly. For example, you should teach them how to create strong passwords, how to recognize phishing scams, how to report suspicious emails, and how to delete or archive old emails. You should also establish clear guidelines and expectations for email communication, such as what topics are appropriate, what tone is expected, and how often to check and respond to emails.

5 Monitor your email activity

Finally, you should monitor your email activity regularly and take action if you notice any signs of a breach or an attack. For example, you should check your sent and deleted folders, your spam folder, and your login history. You should also update your password and security settings frequently, and report any suspicious or unauthorized emails to your IT department or your email provider. You should also notify your students if you suspect that their data has been compromised or exposed.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?