Audit risks to consider as a communications department
Communications teams manage more risk than people often realize. An audit should look beyond messaging and content to examine how information is collected, protected, approved, published, and shared.
Key areas of risk include regulatory compliance and student privacy, data security, financial and donor transparency, brand reputation, social media governance, intellectual property, crisis communications, and vendor management. Even a seemingly small mistake like sharing protected information, using an image without permission, publishing inaccurate fundraising data, or responding poorly during a crisis can create legal, financial, or reputational consequences.
Regular communications audits help identify these vulnerabilities before they become problems. That means reviewing policies, approval processes, access to sensitive information, vendor practices, crisis protocols, and staff responsibilities, and not simply reviewing what an organization says, but how safely and responsibly it communicates.
Here are some key considerations:
Compliance Risks: Ensure that all communications, especially those related to admissions, financial aid, and student safety, comply with relevant laws and regulations such as FERPA (Family Educational Rights and Privacy Act) and COPPA (Children's Online Privacy Protection Act).
Data Security Risks: Given the sensitive nature of student and staff information, there is a risk of data breaches. Ensure that proper protocols are in place to safeguard personal data and that any third-party vendors handling such data also comply with security standards.
Financial Transparency Risks: The communications department may be involved in promoting fundraising efforts and managing donor relations. Ensure that financial reporting is transparent and accurate to maintain donor trust and comply with any legal requirements for charitable organizations.
Brand Reputation Risks: Miscommunication or mishandling of sensitive issues could damage the school's reputation. Regularly review communication materials and protocols to mitigate the risk of negative publicity or public relations crises.
Social Media Risks: In today's digital age, social media can be a powerful tool for communication but also poses risks if not managed properly. Ensure that social media accounts are monitored, and guidelines are in place to govern appropriate use by staff and students to avoid any reputational damage or legal issues.
Intellectual Property Risks: Ensure that proper permissions are obtained for the use of copyrighted material in communications, including images, videos, and written content, to avoid potential infringement claims.
Crisis Communication Risks: Develop a robust crisis communication plan to address potential emergencies such as natural disasters, accidents, or security threats. Ensure that all staff members are trained on their roles and responsibilities in such situations to maintain order and ensure the safety of students and staff.
Vendor Management Risks: If the communications department outsources any services, such as printing or website hosting, ensure that vendors are reputable and comply with contractual obligations to avoid disruptions in communication services.
