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Archiving Solutions for Education: Email, Social Media & SMS

Intradyn’s comprehensive platform offers social media, SMS/text message and email archiving for educational institutions at all levels to help ensure regulatory compliance.

The Importance of Compliance for Educational Institutions

From K–12 schools to colleges and universities, educational institutions of all stripes sit on a veritable mountain of information in the form of student and education records. These records are regulated by various government agencies in the interest of protecting students’ privacy and safeguarding other sensitive information. To that end, most of these regulations have two key things in common:

  1. They require schools to securely store information, and
  2. That information includes the data found in emails, social media communications and text messages.

Whether it’s the Family Educational Rights and Privacy Act or the Freedom of Information Act, a growing number of schools are turning to archiving solutions to store information and ensure regulatory compliance. Intradyn’s full-service archiving suite enables educational institution to:

  • Archive and secure all manner of electronically stored information (ESI),
  • Easily access important records and data on a moment’s notice, and
  • Avoid the financial, legal and reputational consequences of non-compliance.
Data Retention

Regulations for Higher Education Institutions

 

Regulation Description Requirements
Family Educational Rights and Privacy Act (FERPA) “The [FERPA] is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.” All K-12 school districts and post-secondary institutions are required to grant students and parents access to the student’s education records, including ESI.
Freedom of Information Act (FOIA) “Since 1967, the [FOIA] has provided the public the right to request access to records from any federal agency … Federal agencies are required to disclose any information requested under the FOIA unless it falls under one of nine exemptions which protect interests such as personal privacy, national security, and law enforcement.” As government agencies, public schools, colleges and universities must make all education records, including ESI, available to students and parents of students within 10 days of an FOIA request. Educational institutions are required to retain student files and grades for 10 and 30 years, respectively.

 

State Sunshine Laws “State sunshine laws are the laws in each state that govern public access to governmental records. These laws are sometimes known as open records laws or public records laws.” As government agencies, public schools, colleges and universities must make all education records, including ESI, available to students and parents; additional requirements vary by state.
Gramm-Leach Bliley (GLBA) “The [GLBA] requires financial institutions — companies that offer consumers financial products or services like loans, financial or investment advice, or insurance — to explain their information-sharing practices to their customers and to safeguard sensitive data.” Schools that issue loans or provide financial counseling are classified as financial institutions and, as such, are required to securely and confidentially store students’ financial aid records and all other sensitive information, including ESI.
The Health Insurance Portability and Accountability Act (HIPAA) “[HIPAA] establishes … a set of national standards for the protection of certain health information … as well as standards for individuals’ privacy rights to understand and control how their health information is used.” Schools that provide healthcare services such as counseling, vaccination or the administration of prescription drugs are required to securely and confidentially store students’ medical records and all other sensitive information, including ESI.

Your Go-To Source for Educational Archiving

Intradyn’s all-in-one solution encompasses all manner of ESI, including social media, text messaging and email archiving for education. From K–12 schools all the way to the collegiate level, public and private schools alike, Intradyn has what it takes to help institutions maintain regulatory compliance, quickly respond to records requests, migrate data and more — all from an affordable, easy-to-use unified interface.

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Email Archiving

  • Archive incoming and outgoing mail in real time from top email providers
  • Ensure legal compliance with legal hold automation and our easy redaction tool
  • Easily locate messages with our powerful, intuitive search functionality
  • Secure archival content with role-based permission and end user authentication
  • Set granular and flexible custom email retention policies
  • Grow your data center with your business with multiple scalability methods
  • Gain access to valuable data even in an emergency with backup and disaster recovery

Social Media Archiver

  • Archive for Facebook, Instagram, LinkedIn, Twitter and more
  • Create automatic, unalterable records of social media messages
  • Digitally sign (256-bit) and time stamp all content
  • Place legal holds on content in case of eDiscovery requests
  • Export social media content in RAW or PDF format
  • Use social media platform APIs to gather data in near real-time

SMS/Text Messaging Archiver

  • Get support for multiple carriers across multiple devices
  • Categorize and index SMS/MMS, WhatsApp and text messages and metadata
  • Produce mobile communications in native and standard non-native format
  • Archive for BYOD, CYOD and employer-issued models
  • Find messages by phone number or content
  • Export complete or partial messages in native or PDF format
  • Use one-click detail drill-down to view metadata
  • Apply legal hold tags in case of eDiscovery requests
  • Customize your solution for your enterprise configuration

One Powerful Archiving Software, Three Deployment Options

Intradyn at work

Discover how Intradyn helps Clackamas Education District securely store education records for 55k+ students.

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A clear Archiving Solution

Find out why Intradyn is the clear archiving solution for educational institutions.

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