Addressing Data Governance Challenges in Education

Schools and universities face significant challenges related to electronically stored information (ESI). Schools are dealing with greater volumes of data than ever before, yet budgets are shrinking across the board, including IT. Most email communication in the education environment is sent to distribution lists, meaning storage resources are rapidly consumed as many instances of a single file are stored on school servers. In addition, since most schools and universities provide email to students and staff, end users face the burden of conforming to mailbox size limits.

Security is also an issue. Any organization supplying email is responsible for communications between users. Collaborative learning environments are a potential source of security concerns, since a student with malicious intent might delete other students’ online documents to sabotage their grades.

On the regulatory front, Freedom of Information Act (FOIA) requests are more complicated than ever. Responses must be provided in a timely way, but searching for information in information systems and digital archives is onerous. In addition, the Family Educational Rights and Privacy Act (FERPA) requires that schools maintain the privacy of student records.



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Zovy addresses the specific challenges of the education sector in several ways:

Single-Instance Storage

Single-instance storage (SIS) reduces the amount of data stored. Only one copy of each file is retained, which minimizes storage resource costs. In addition, Zovy allows for bottomless mailboxes for students and faculty where users aren’t constrained by email limits.

Search & Policy Tools

Comprehensive search and eDiscovery tools enable schools to monitor and search emails, as well as other documents, whenever necessary. They also act as an electronic auditing tool, which makes protecting students’ information easier than ever. Rather than involving IT, administration and legal staff can get self-serve access to information.


Bring-your-own-device (BYOD) programs have led to a proliferation of devices in schools, ranging from iPads to laptops to smartphones. Since Zovy works at the server level, all data is automatically ingested, regardless of the device.

Data Security

Zovy’s data centers are Service Organization Controls (SOC) 2 Type II certified, so hosted data is secure. In addition, Zovy is NIST FIPS 140-2 certified with up to 256-bit in-flight and at-rest data encryption.

Download the Education Datasheet


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