Is Google Drive FERPA Compliant: Ensuring Educational Compliance

Google Drive can be utilized to meet the requirements of the Family Educational Rights and Privacy Act (FERPA), with careful attention to the necessary steps and considerations. This article will explore the ways in which Google Drive can be compliant with FERPA and the importance of adhering to these guidelines.

1. Understanding FERPA and Google Workspace for Education

Family Educational Rights and Privacy Act (FERPA) is a United States federal law protecting the privacy of student education records and imposing strict requirements on how educational institutions handle these records. To ensure compliance, educational institutions can use Google Workspace for Education, a suite of tools designed for schools that includes Google Drive, Google Docs, and Google Classroom. These tools are specifically tailored to assist schools in adhering to these privacy regulations.

2. Data Security Measures

Ensuring data security is a critical component of FERPA compliance. Educational institutions must implement appropriate data security measures to protect student information. Google provides robust security features, including encryption and access controls, which can help safeguard sensitive data stored in Google Drive. These features are designed to prevent unauthorized access and protect the privacy of student records.

3. Reviewing User Agreements and Policies

It is essential for schools to thoroughly review and understand the terms of service and privacy policies associated with Google Drive and Google Workspace for Education. The User Agreements must align with the requirements of FERPA. These agreements should be reviewed to ensure they do not conflict with the legal rights and responsibilities outlined in the FERPA legislation.

4. Training and Policies for Educators and Administrators

Training educators and administrators on proper usage of Google Drive is crucial for maintaining FERPA compliance. This includes understanding how to share documents securely and knowing what information can be shared. Training should cover best practices for file sharing, password management, and access controls to prevent unauthorized disclosure of student information.

5. Directory Information and FERPA Compliance

When sharing directory information as defined by FERPA, institutions must ensure strict adherence to the regulations regarding what information can be disclosed. Directory information includes information such as names, addresses, and dates of birth, which can be shared if it is not considered a “protected” record under FERPA. Schools must ensure that only appropriate information is shared and that it is done in a secure manner.

6. The Challenges and Interpretations of FERPA in the Digital Age

FERPA was originally designed with a very different understanding of data storage, primarily focusing on physical records like file cabinets. Today, the interpretation of FERPA in the digital age requires ongoing effort from educational institutions and the US Department of Education. While the original law may no longer fully reflect the realities of modern data management, the Department of Education has provided guidelines to help institutions navigate these challenges.

7. Best Practices for Ensuring Compliance

To ensure FERPA compliance with Google Drive, educational institutions should adopt the following best practices:

Implement strong access controls: Limit access to Google Drive to authorized personnel only. Regularly review and update: Policies and training should be reviewed and updated as needed to stay current with technological and legal changes. Secure file sharing: Use secure file sharing methods that comply with FERPA requirements. Regular audits: Conduct regular audits to ensure that data security policies are being followed. Stay informed: Keep up-to-date with the latest FERPA guidelines and Secure Cyber Practices.

For more detailed information on FERPA, you can refer to the US Department of Education's official website.