The Essential Security Elements for Faculty Information Systems: A Five-Minute Guide for Business Users

Choosing the right vendor for your faculty information system means more than finding the right features—it means protecting the sensitive personal and institutional data it contains. This guide outlines the essential security elements your vendor should provide, along with real-world practices that can give you peace of mind.

Insist on a Secure Hosting Environment

Why It’s Important:

Independent certifications demonstrate that your vendor has been rigorously evaluated by third parties and adheres to recognized security standards.

What to Look For:

• Secure hosting environments that comply with major frameworks like HIPAA, PCI, SOC 2, ISO 27001, and Privacy Shield.
• Clear documentation of compliance and audit results.
• A security posture aligned with frameworks such as NIST and CIS, ideally developed and reviewed with an external security team.

Explore the Vendor’s Data Protection Technologies

Why It’s Important:

Robust protection of data—whether it’s being stored or sent across a network—is essential to prevent unauthorized access and data breaches.

What to Look For:

• Encryption at rest and in transit to protect sensitive data whether it’s stored or moving.
• Firewall implementations that block unwanted traffic, paired with active port management to limit vulnerabilities.

Confirm Both Server and Data Integrity

Why It’s Important:

Even the best systems can experience outages or disruptions. Preparedness ensures minimal downtime and no loss of critical information.

What to Look For:

• Redundant nightly backups to ensure recoverability.
• Disaster replication management that enables resumption of services within 4-8 hours.

Check the Authentication and Access Control Box

Why It’s Important:

You want the right people to have the right access—and no more. Unauthorized access is one of the most common sources of security incidents.

What to Look For:

• Single Sign-On (SSO) integrations for secure and simplified access.
• Enterprise-grade identity providers such as Auth0.
• Role-based access controls (RBAC) that define exactly who can see or edit what.

Ensure Employee Security and Awareness

Why It’s Important:

Technology alone isn’t enough. Your vendor’s people must be equipped to recognize and respond to threats.

What to Look For:

• Regular security awareness training and phishing simulations.
• Endpoint protection on staff devices.
• Comprehensive background checks as part of the hiring process.

Security Monitoring and Logging Are Must-Haves

Why It’s Important:

Security isn’t just about prevention—it’s also about knowing when something unusual happens and reacting fast.

What to Look For:

• Regular patching routines to fix known vulnerabilities quickly.
• Detailed logging of all system changes.
• Ongoing monitoring to detect signs of intrusion or misuse.

Get a Read on Regular System Updates & Testing

Why It’s Important:

Hackers exploit outdated software. Keeping systems up to date is one of the most effective ways to stay secure.

What to Look For:

• Regular system updates that ensure all components are supported.
• Monthly or ongoing vulnerability scans to catch weaknesses early.
• Annual penetration testing to evaluate security through real-world simulations.

Analyze the Approach to Incident Response and Recovery

Why It’s Important:

Even with the best defenses, incidents can happen. What matters most is how quickly and effectively your vendor can respond.

What to Look For:

• A robust incident response plan covering detection, containment, and recovery.
• Regular testing of response protocols to ensure readiness.
• Seamless coordination between security, operations, and client communication in the event of an incident.

By understanding these key security elements—and confirming that your vendor demonstrates them in practice—you can confidently choose a system that protects your institution’s data and reputation. Always ask for evidence, such as certifications, documentation, and audit results, to validate a vendor’s security claims.

SmartPath is built from the ground up with robust, independently audited security protocols—so your data stays protected and your team stays confidentLearn more about how SmartPath safeguards your data—schedule a personalized security walkthrough today.