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FERPA Digital Security and Third-Party Access Audit Checklist

A specialized checklist for auditing FERPA compliance in educational institutions, focusing on digital security measures and management of third-party access to student data.

FERPA Digital Security and Third-Party Access Audit Checklist

by: audit-now
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About This Checklist

The FERPA Digital Security and Third-Party Access Audit Checklist is an essential tool for educational institutions to ensure compliance with the Family Educational Rights and Privacy Act (FERPA) in the digital age. This checklist focuses on the critical areas of digital security measures for protecting student data and managing third-party access to educational records. As educational technology evolves, institutions face new challenges in safeguarding student information. This comprehensive audit tool helps schools assess their digital infrastructure, evaluate third-party service providers, and implement robust security protocols to maintain FERPA compliance in an increasingly interconnected educational ecosystem.

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Industry

Education

Standard

FERPA - Educational Privacy Act

Workspaces

Educational Institutions

Occupations

IT Security Specialist
Data Protection Officer
Educational Technology Director
Compliance Manager
Information Systems Auditor
1
Is the institution compliant with FERPA regulations regarding student data?

Select compliance status.

To ensure that the institution is safeguarding student privacy and adhering to legal requirements.
2
Does the institution have data protection policies in place?

Indicate if there are policies.

To ensure there are protocols to protect sensitive data.
3
Please provide documentation regarding third-party access to student data.

Upload relevant documentation.

To verify that third-party access is properly managed and documented.
4
How frequently is cybersecurity training provided to staff?

Select the frequency of training.

To assess the level of training and awareness among staff regarding data security.
5
Is there an incident response plan established for data breaches?

Indicate if an incident response plan exists.

To ensure preparedness in case of a data security incident.
6
What is the average response time for data breaches in minutes?

Enter average response time in minutes.

To evaluate the effectiveness and speed of the response to incidents.
Min: 0
Target: 30
Max: 180
7
How often are security incidents reported to the administration?

Select reporting frequency.

To determine the communication and reporting structure for incidents.
8
Describe the process for conducting post-incident reviews.

Provide details of the review process.

To ensure that lessons are learned and improvements are made after incidents.
9
Does the cloud service provider have recognized security certifications?

Indicate if certifications are held.

To ensure that the provider meets industry security standards.
10
What is the level of data encryption used (in bits)?

Enter the encryption level in bits.

To assess the strength of data protection measures in place.
Min: 128
Target: 256
Max: 512
11
What type of access control mechanism is implemented for cloud data?

Select the access control mechanism used.

To evaluate the effectiveness of access restrictions to sensitive data.
12
Please detail the incident response procedures for cloud data breaches.

Describe the incident response procedures.

To verify that there are protocols in place for addressing cloud-specific data incidents.
13
Is the educational technology in use compliant with relevant standards?

Indicate if compliance is verified.

To ensure that the technology used meets legal and educational requirements.
14
Where is student data stored in relation to the educational technology used?

Select the data storage location.

To assess data residency and potential legal implications regarding data storage locations.
15
How often are user access reviews conducted for educational technology?

Enter frequency of reviews in months.

To ensure that access rights are regularly evaluated and maintained.
Min: 1
Target: 6
Max: 12
16
Describe the training provided to staff on the use of educational technology.

Provide details of the training program.

To ensure that staff are adequately trained to use technology in compliance with regulations.
17
Is the student privacy policy readily available to students and parents?

Indicate if the policy is available.

To ensure transparency regarding data privacy practices.
18
What type of student data is collected by the institution?

Select the type of data collected.

To understand the scope of data collection and its potential risks.
19
How many data breach incidents have occurred in the last year?

Enter the number of incidents.

To assess the frequency and management of data breaches.
Min: 0
Target: 0
Max: 100
20
Provide a description of the data retention policy in place.

Describe the data retention policy.

To ensure that there are clear guidelines on how long student data is retained.

FAQs

This checklist covers digital security measures, data encryption practices, access control systems, third-party service provider agreements, cloud storage security, and incident response planning for potential data breaches.

It provides guidance on evaluating cloud service providers, ensuring proper data protection agreements are in place, and implementing necessary security controls for cloud-based educational platforms.

The audit should involve IT security specialists, data protection officers, technology procurement staff, and legal counsel familiar with both FERPA and digital privacy laws.

This audit should be conducted at least annually, with additional reviews whenever new technology systems are implemented or new third-party partnerships are formed.

Yes, the checklist includes sections on mobile device management, addressing security concerns related to accessing student data on portable devices and implementing appropriate safeguards.

Benefits

Enhances digital security measures for protecting student data

Improves management of third-party access to educational records

Reduces risk of data breaches and unauthorized access

Ensures compliance with FERPA in digital environments

Strengthens overall cybersecurity posture of educational institutions