Introduction

Ransomware remains one of the most significant cybersecurity threats facing organizations globally, and Research and Education (R&E) institutions are increasingly becoming attractive targets. Open networks, shared systems, multiple users, and valuable research data make these environments easier for attackers to exploit.

Ransomware can disrupt teaching, delay research, lock critical systems, and cause permanent data loss. Understanding how it works and how it spreads is key to preventing it.

What Is Ransomware?

Ransomware is a type of malicious software that locks or encrypts files and systems, rendering them inaccessible, then demands payment (ransom) to restore access.

If the ransom is not paid, the data is often permanently lost. Modern ransomware attacks often involve “double extortion,” where the attackers not only encrypt the data but also steal a copy and threaten to leak it publicly, adding significant pressure on the victim to pay.

Why Ransomware Is Dangerous

  • Lock lecture materials, student records, and exam data (years of research and academic progress instantly destroyed)

  • Disrupt learning platforms, email systems and network access

  • Compromise ongoing research projects and datasets

  • Affect multiple departments at once through shared systems

  • Severely damage the institution’s reputation, leading to loss of trust

  • Lead to financial costs (which does not guaranteed) to restore data

Paying the ransom does not guarantee recovery.

How Ransomware Commonly Enters Education & Research Systems

Due to their open and collaborative nature, R&E institutions have specific vulnerabilities that attackers often exploit.

Methods of Entry

Method of Entry Description
Phishing emails The most common entry point. Attackers send emails pretending to be:
• Research collaborators
• Funding bodies or journal publishers
• IT support or administration
• Conference organisers or suppliers
These emails may contain fake links or attachments that install ransomware when opened.
Weak or exposed remote access Remote access systems (such as RDP or VPN) are often targeted when they are weakly secured and left exposed to the internet. Once inside, attackers can deploy ransomware across the network.
Software vulnerabilities Unpatched or outdated operating systems and applications, especially on servers, provide easy access points for attackers to inject malware.
Shared devices & removable media Infected USB drives, external drives shared between departments, and personal devices connected to institutional systems can spread ransomware quickly.
Malicious downloads Installing cracked, pirated, or unlicensed software downloaded from unsecured sites can trigger an attack.

Common Warning Signs

  • Files suddenly stop opening or show strange names

  • Systems become unusually slow or unresponsive

  • Unexpected pop-ups or ransom messages appear

  • Loss of access to shared drives or platforms

How Staff & Students Can Reduce Risk

Every individual plays a critical role in the institution’s defense. The following actions can significantly reduce the risk of a ransomware infection:

  • Be cautious with unexpected emails and attachments (see post on Phishing)

  • Verify requests from collaborators through other channels

  • Ensure operating systems and all applications are regularly updated

  • Avoid installing unapproved software

  • Use strong, unique passwords and multi-factor authentication where available

  • Report suspicious activity immediately

  • Regularly back up critical research and personal files to approved, secure institutional storage

Key Takeaways

The fight against ransomware is a shared responsibility. The security of the institution is dependent on the actions of every member of the community.

Summary Table

Key Area Action Item
Vigilance Treat every unexpected email or download with suspicion. When in doubt, contact IT.
Protection Always use Multi-Factor Authentication and strong, unique passwords.
Mitigation Regularly back up critical data to approved, secure locations.
Knowledge Complete required cybersecurity training and stay informed about new threats.

Ransomware attacks often start with one click. Staying alert protects teaching, research, and institutional operations. If something feels unusual — stop, check, and report it.