By Vicki Lozancic
Education is now the fourth-highest industry in Australia reporting data breaches, a clear indication that information risk has grown from a peripheral concern into a systemic issue. Schools are managing unprecedented volumes of data, yet much of this information still resides across fragmented, siloed, and outdated systems.
Increased scrutiny has intensified this challenge as schools face heightened expectations around governance, transparency, and accountability. This has created a complex operating environment that requires a careful balance between evolving legislative requirements and industry best practice.
Schools hold vast amounts of personally identifiable information (PII) including basic identity details, health records, behavioural notes, and sensitive well-being data. In education, the stakes are inherently higher; students are not just customers, they are young people whose futures must be protected. They will go on to become leaders, professionals, and contributors to society. Safeguarding their information is not just an operational necessity, it is a moral obligation.
Critically, information governance is not the sole responsibility of IT. Every staff member plays a role in how information is created, accessed, shared, and stored. A single lapse, whether through human error, lack of awareness, or inadequate processes, can expose the entire school to risk. Building a culture of shared accountability is essential.
The risks of poor information governance are significant and far-reaching. A data breach is not just an IT incident; it is an institutional crisis. While financial penalties, legal liabilities, and regulatory scrutiny form part of the immediate consequences, they represent a fraction of the overall impact. Reputational damage inflicted on a school can be deep and enduring, eroding the trust of parents, diminishing future enrolments, undermining alumni support, and weakening confidence in the community.
Addressing this begins with understanding. Every school’s information environment is different, shaped by its systems, processes, and operational complexity. The first step is to understand the information and its landscape through comprehensive information discovery to identify what information they hold, where it resides, who has access to it, and how it flows across the organisation. This includes pinpointing high-risk areas, such as legacy systems, unmanaged information sharing, or third-party platforms. Without this, effective governance is impossible.
The next step is establishing a robust information governance framework. This involves defining clear policies and procedures for how information is managed across its lifecycle, from creation and storage to sharing and eventual disposal. Governance frameworks must align with regulatory requirements, including ongoing updates to privacy legislation, while reflecting best practice standards. Done correctly, this ensures compliance, reduces operational inefficiency, and strengthens decision-making.
Protection mechanisms must then be embedded into everyday operations. This includes implementing strong access controls to ensure only authorised individuals can view or modify sensitive data. Data classification and sensitivity labelling can help staff understand the level of protection required for different types of information. Equally important are retention and disposal policies so data is not kept longer than necessary, reducing exposure in the event of a breach.
Compliance in education is about more than avoiding penalties, it’s about trust. Parents entrust schools with their children’s most personal information, often at vulnerable stages of their lives. Meeting compliance obligations demonstrates that this trust is taken seriously. It also signals that the school is committed to protecting its community in an increasingly complex digital landscape.
Information governance must become a strategic priority. Schools that invest in data governance today reduce risk and build a foundation for future growth and stronger community trust. By treating information as a strategic asset, leaders create environments that are innovative and accountable, ready for what comes next.
Vicki Lozancic is the Education Account Manager at Konica Minolta Australia.