Universities are under enormous pressure. With rising tuition fees, falling enrollment numbers—with prospective students opting for apprenticeships over student debt—and inflation driving up costs, the last thing they need is a cyberattack caused by outdated legacy systems and poor document management.
Unfortunately, this is the reality for many institutions. According to the UK government’s Cyber Security Breaches Survey 2024, a staggering 97% of UK universities reported a breach or attack in the past year. Cybercriminals target universities because they often lack the resources and expertise that private companies invest in cybersecurity. Yet, the consequences of a breach can be just as costly and damaging.
So, how can universities protect themselves? This article explores how modern document management systems can enhance security, improve student and staff experiences, and drive cost efficiencies—helping institutions stay resilient in an era of cybercrime.
The risks of inaction
Despite being institutions of higher education, many universities struggle to update their outdated legacy systems—too embedded to untangle and too costly to upgrade. In fact, a recent report from the Higher Education Policy Institute says that UK universities are challenged and need “large in-house IT teams whose job it is to keep the technology lights on and try to avoid disastrous cyber-attacks and IT downtimes.” This is probably why 80% of IT budgets in higher education are allocated to maintaining legacy systems rather than investing in innovation.
Within this ecosystem, one of the biggest security risks right now is document management. Picture this: a university lecturer, frustrated with a cumbersome server, resorts to storing documents on shared drives or in emails. Passwords may be lost, documents misplaced, and if any of these materials contain sensitive information, the university becomes vulnerable to cyberattacks.
Certainly, it’s easy to see how this happens. A well-established university with thousands of students relies on a patchwork of outdated and poorly integrated IT systems. As the institution expands over the years, it shoehorns in new software solutions for various departments—from document management to student records—but none of them communicate effectively.
These fragmented systems create a poor user experience. So, when humans shun these systems in favour of something more modern and straightforward, the risk of human error skyrockets. A misdirected email, a password written on paper, or an unvetted third-party application can create an entry point for cybercriminals. With countless students, faculty, and administrators handling sensitive data, a lack of secure document processes turns into an open invitation for a breach.
Indeed, when systems don’t work as intended, employees seek alternatives. Shadow AI, the unsanctioned use of AI tools not vetted by an organisation, in particular, is on the rise. Student records, research findings, and financial details are just a few examples of sensitive data that could be plugged into an LLM, leading to cybersecurity vulnerabilities or even regulatory violations. With the emergence of third-party, free LLMs from unvetted sources, organisations need to be even more vigilant.
And make no mistake: cybercriminals know exactly where and how to attack. Once they gain access to a university server, it’s difficult to get them out. They can create backdoors for re-entry, compromise additional digital identities, and deepen their access to the network. These issues will only escalate over time unless institutions take proactive security measures.
Document management is a non-negotiable
In 2025, AI is supercharging cybercrime—bad news for universities. And cybercrime-as-a-service is surging across the dark web, allowing even low-level hackers to launch sophisticated breaches.
The number of institutions that will experience a breach is expected to rise in the coming years. Malware remains at the top of the list, but unauthorised access to sensitive files is climbing the ranks, putting institutions with poor information management practices at even greater risk.
A robust enterprise content management (ECM) system can help universities streamline document handling, enhance efficiency, and operate within a robust cybersecurity framework. The benefits: powerful search capabilities that allow users to quickly locate documents using keywords, metadata, or full-text search—saving time and boosting productivity for staff and faculty. Centralised storage consolidates files into a single, secure repository, with role-based permissions ensuring that only authorised individuals can access specific documents.
Additionally, access logs and audit trails track user activity, making it easier to spot suspicious behaviour and supporting compliance with regulations. By automating key document handling tasks, such as onboarding or submitting files, these systems reduce human error and enhance security.
Best of all, leading platforms integrate generative AI tools, allowing staff to work more efficiently within the university’s established information governance framework. When internal software works and is enjoyable to use, it helps curb the spread of shadow AI. By providing a secure, university-backed alternative, institutions can keep data protected while still enabling innovation.
Universities of the future
ECM systems go beyond cybersecurity and make universities more efficient. Instead of struggling under the weight of collecting enrollment documentation, managing electronic signatures, and sending follow-ups, universities can use their systems to automate workflows—which, in turn, also boosts security and reduces the attack surface.
Automating these cumbersome tasks reduces the risk of human error and gives staff the headroom to focus on soft skills like teaching or interacting with students. Students, too, can relax, knowing that their technological experience at university is straightforward and hassle-free.
Leading ECM systems also have built-in workflow designers with drag-and-drop tools that allow users to create bespoke solutions. For example, if a staff member submits a PTO request, the workflow can automatically notify the employee’s managers for review and approval. For admissions teams, processes like collecting enrollment documentation, managing electronic signatures, and sending follow-ups can be handled automatically. For faculty, automating grade change or feedback submissions can cut down on repetitive tasks, allowing them to concentrate on what matters: teaching and engaging with students.
Perhaps top of mind for many university leaders right now is the ability to use AI-driven insights and automation. The most advanced ECM platforms also now come with built-in AI tools that enable staff to use natural language instructions to simplify search or data extraction. As you can probably guess, AI is only as good as the data it is built upon, so it’s vital that organisations take the time to understand, index, and categorise their data to ensure AI has a strong foundation to draw from.
No doubt, installing a content management system requires upfront costs and time, but in the long haul, the investment will lay strong foundations for further automation, reduce pressure on staff, and minimise security risks. However, in the long run, the savings from increased efficiency and reduced cybersecurity risks far outweigh the investment. In fact, universities could effectively fund these improvements by reallocating savings from reduced manual processes.
Andy MacIsaac is a seasoned marketing and communications leader with over 25 years of experience shaping go-to-market strategies, brand development, and audience engagement across SaaS, public sector, and higher education industries. With deep expertise in industry marketing, integrated campaigns, and sales enablement, he has led global teams at top tech firms, including Laserfiche, Alteryx, Accenture, and IBM. Passionate about the power of technology, Andy thrives on collaborating with government and education leaders to drive innovation and accelerate mission outcomes.
The opinions expressed in this post belong to the individual contributors and do not necessarily reflect the views of Information Security Buzz.