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   Universities are struggling with document security and hackers are taking   
   advantage   
      
   Date:   
   Wed, 14 May 2025 08:50:20 +0000   
      
   Description:   
   Almost 1 in 4 UK universities are cutting staff, slashing budgets, or making   
   redundancies. The last thing they need right now is a cyberattack. But heres   
   the problemtheyve never been more vulnerable.   
      
   FULL STORY   
   ======================================================================   
      
   Universities are already under immense pressure from financial constraints,   
   regulatory requirements, and accountability demandsthe last thing they need    
   is a cyberattack. Unfortunately, the standard approach to document management   
   has left many of them more vulnerable than ever. With AI making cyberattacks   
   more prolific and effective, a single misplaced document could have   
   devastating consequences. And thats just the tip of the iceberg.    
      
   Why? Cybercriminals know that universities often lack robust cybersecurity   
   measures. In fact, in 2024, a staggering 97% of universities experienced a   
   cyber-attack, leading to financial losses, reputational damage, and   
   disruptions to academic activities. In other words, attackers know where   
   universities are most vulnerableand theyre exploiting those weaknesses like   
   never before.    
      
   This article will explore how poor document management practices exacerbate   
   these risks, how modern solutions can reduce cyber threats, and the critical   
   steps universities must take to protect themselves.   
      
   When you dont get with the times   
      
   Many universities operate with woefully out-of-date IT systems. Its not   
   uncommon for staff to bypass the whole system and work with reams of paper on   
   their desks. In fact, a new report from the Higher Education Policy Institute   
   says that universities need an army of IT staff to keep systems from    
   crumbling under their own weight. Not only is this a burden on staff, but it   
   increases cyber risk.    
      
   That same report says that document management is one of the most significant   
   failure points.    
      
   Consider this: internal servers are unreliable, so staff turn to alternative   
   solutions. Personal email accounts become makeshift storage because   
   institutional servers cant be trusted. Physical documents, though tangible,   
   are easily misplaced or lost in transitexposing confidential data and    
   creating GDPR compliance risks. Whether its application forms, research   
   papers, or emails, without proper security measures, every document is a   
   potential vulnerability.    
      
   Unsurprisingly, humans are often the weakest link. A hastily scribbled   
   password on a sticky note, a list of student names and addresses that falls   
   out of a plastic binder, or a shared drive that is open to anyone with a link    
    all represent a way into university servers for enterprising cybercriminals.   
   Think about it: when thousands of students and faculty members are sending   
   documents to and from, its essential that this is underpinned by good    
   security systems.    
      
   Another growing headache for universities is shadow AI. When employees   
   struggle with outdated systems while managing increasing workloads, they turn   
   to any tool that boosts efficiencyeven if its unsanctioned or unsafe. Take    
   the professor using ChatGPT to assess one of hundreds of essays. Hidden    
   within a student essay might be personally identifiable information (PII).   
   Meanwhile, freely available open source large language models (LLMs), such as   
   Chinas DeepSeek, have been altered to contain malicious code implanted before   
   download.    
      
   And once cyber criminals have access to a university server, they can    
   observe, explore and map the network and its users. Undetected and free to   
   roam, they can seek out and obtain login credentials that gives them access    
   to other parts of the network. They may also set up backdoors so that they    
   can regain access once theyve enacted their plan.   
      
   Document management cant be overlooked   
      
   With risks like theseand with AI and machine learning becoming more advanced   
   and widespreadcybercriminals have more tools than ever to target    
   universities. AI tools not only lower the technological barrier for    
   attackers, enabling even less-skilled individuals to craft convincing    
   phishing emails or automate malicious code generation, but it also    
   facilitates deepfake audio and video, as well as adaptive malware designed to   
   evade detection.    
      
   More importantly, it accelerates the attack cycle. And cybercriminals know   
   that universities are often poorly equipped to handle a barrage of attacks.   
   According to the UK Governments 2024 Cyber Security Breaches Survey, around   
   60% of UK universities had suffered a cyber breach in the past yearmore than   
   the typical large businessand this was due to inadequate cyber strategies.    
      
   Proper document management systems can mitigate many of these risks. These   
   tools store and manage documents through a central, cloud-based server,   
   providing a secure environment for sensitive information. They also    
   facilitate the digitization of physical documents, making them easier to   
   manage. By automatically generating metadata for stored content, they enhance   
   searchability and prepare information for responsible AI and automation. Most   
   importantly, they enforce access rights, maintain audit trails, and support   
   regulatory compliance, reducing the risk of data breaches.    
      
   In other words, they ensure the right person has the right access to the    
   right documents and the right time. Some modern document management tools    
   have AI built in, making it easier to analyze and extract insights from   
   university data. Additionally, having AI tools within a secure environment   
   helps reduce the risk of Shadow AI.   
      
   Universities of the future    
      
   Document management systems help universities prepare for the future. Data   
   indexing and classification are essential for AI and automation. However,   
   these processes are only as effective as the data they are built uponmaking    
   it crucial to establish a strong foundation for growth.    
      
   Employees also appreciate having technology that works. Cumbersome document   
   management systems can be a drain on efficiency, impacting productivity and   
   distracting students and staff from meaningful work. With a well-implemented   
   document management system, staff can begin automating processessuch as   
   student onboardingallowing them to focus on what truly matters, engaging with   
   students and ensuring they settle in.    
      
   Imagine a world where admissions teams no longer struggle with managing   
   electronic signatures or distributing onboarding documentation. Lecturers,   
   too, can automate aspects of grading and reduce time spent on document   
   management, allowing them to prioritize teaching.    
      
   As AI and machine learning become more developed, universities will more   
   clearly recognize the ROI of implementing a document management system,   
   because they have the foundations on which to build. Content management   
   systems are also good because staff can drive their own automation workflows   
   through APIs and low-code applications  by leveraging ready-made templates    
   and automation solutions from community- and vendor-driven marketplaces. This   
   goes a long way in helping universities navigate the pressures they face   
   today.    
      
   Of course, implementing a document management system requires an initial   
   investment. However, these systems improve over time, and the reputational    
   and financial risks associated with a serious cyberattack can be    
   significantly reduced. Ultimately, universities can fund these improvements    
   by reallocating savings from reduced manual processes and avoiding the costly   
   consequences of a data breach.   
      
   The time to update was yesterday    
      
   Universities can no longer afford to ignore document management, especially    
   as competitors modernize and make better use of artificial intelligence and   
   machine learning. These threats will only grow over time. By addressing these   
   issues now, universities can save on costs, boost employee and student    
   morale, and refocus on what truly matters: education.    
      
    This article was produced as part of TechRadarPro's Expert Insights channel   
   where we feature the best and brightest minds in the technology industry   
   today. The views expressed here are those of the author and are not   
   necessarily those of TechRadarPro or Future plc. If you are interested in   
   contributing find out more here:   
   https://www.techradar.com/news/submit-your-story-to-techradar-pro   
      
   ======================================================================   
   Link to news story:   
   https://www.techradar.com/pro/universities-are-struggling-with-document-securi   
   ty-and-hackers-are-taking-advantage   
      
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