New Guidance: Best Practices for Managing Images and Videos on School Websites

Ensuring a secure and professional online presence is essential for schools and colleges, especially when managing images and videos. The UK Safer Internet Centre, in collaboration with the Professionals Online Safety Helpline (POSH) and the UKCIS Early Warning Working Group, has released guidance to help educational institutions protect students and staff from potential misuse of digital media.

Access Guidance

The misuse of publicly shared images and videos presents risks such as data privacy breaches and unauthorised distribution. Schools and colleges must remain vigilant in their approach to managing media content online, particularly on publicly accessible platforms such as school websites and social media accounts. Properly managing images not only safeguards students and staff but also reinforces their commitment to online safety and responsible digital engagement.

The guidance breaks down several key areas. Schools should regularly audit their online content, ensuring that student images are used appropriately and in line with data protection policies. A ‘Names-No-Images / Images-No-Names’ policy can reduce risks, while restricting public access by using password-protected platforms adds an extra layer of security. Removing metadata from images, using lower resolution files, and applying strict privacy settings on social media accounts further helps protect students from potential misuse.

Staff should be trained in secure image management, and clear guidelines should be established for the use of both student and staff images. Schools should engage with parents and carers to communicate safeguarding policies and set expectations for responsible image sharing. Finally, maintaining effective policies and collaborating with online safety organisations will ensure that schools remain up to date with best practices in digital safety.

By adopting these best practices, schools and colleges can continue celebrating student achievements whilst ensuring their online presence remains safe, professional, and compliant with data protection regulations. Maintaining a proactive approach to managing images and videos helps create a secure online environment for students, staff, and the wider school community.