With this long list of benefits, it’s no surprise cloud technology is a trend that continues to grow in K–12 districts.
Yet, according to a recent survey from Veritas Technologies, many employees don’t understand the full functionality of the cloud technologies they’re using. The study’s report notes that “92 percent thought their cloud provider would be able to restore their files for them.”
With many districts operating in the cloud, it’s important for staff to understand the limits of the technology’s data protection abilities. IT teams, likewise, should be aware of potential missteps and misunderstandings by school staff. This will allow them to implement cybersecurity guidelines, monitor for mistakes and invest in software that protects data.
Here are three insights IT administrators should communicate to district staff about data security in the cloud.
1. Cloud Providers Don’t Store Copies of Deleted Data
As many as 56 percent of employees surveyed admitted to having deleted files hosted in cloud. These files — such as presentations, documents and spreadsheets — aren’t more easily recovered because they’re stored in the cloud.
IT teams must make it clear to K–12 staff members that it is their responsibility, not the cloud providers’, to keep track of documents and other crucial data. Cloud providers don’t keep copies, and they typically can’t restore something that’s been accidentally erased.
“52% of respondents to our survey said they’d accidentally deleted a file in the cloud and were never able to get it back,” Simon Jelley, general manager of SaaS protection at Veritas, said in a news release.
2. Employees Must Act Quickly If They Delete Cloud Data
There’s a limited window of time in which files can sometimes be recovered if they are deleted from the cloud, says Jelley. Because of this, IT professionals should encourage district employees to admit their mistake quickly. This increases the chances of recovering the lost or corrupted files.
To do this, IT leaders should create an open line of communication and establish trust with their colleagues. The survey found that 35 percent of employees would lie to hide that they had accidentally deleted cloud data and that 30 percent would keep quiet out of shame. Trust between the IT team and staff can alleviate some of these concerns to better recover and protect data.
3. Data Isn’t Safer from Ransomware in the Cloud
While some schools may have cloud data protection measures in place, many cloud providers don’t provide cybersecurity guarantees for documents or data.