Who’s Watching Your Smart Board? Securing the Digital Front of Modern Collaboration

Smart boards have become everyday tools in classrooms, conference rooms, and shared digital spaces, offering interactive features, cloud connectivity, and touchscreen ease that help teams and students collaborate in real time. But as these devices become more advanced, they also quietly evolve into high-risk endpoints.

While we routinely secure laptops, servers, and smartphones, smart boards often fall through the cracks because these connected devices have the potential to access, transmit, and store sensitive data, but are rarely included in cybersecurity strategies.

It is time we changed that.

Smart boards may look harmless, just a screen on the wall, but behind that touchscreen lies a complex system with networking capabilities, integrated apps, wireless connectivity, and even onboard operating systems. That means they can introduce several vulnerabilities into your environment if not properly managed.

One of the most common issues is outdated software. Many smart boards run proprietary or Android-based systems that do not receive regular updates. When patches are missed, known vulnerabilities linger, making the devices easy targets.

Another often-overlooked risk is the use of default or weak passwords. Without strong authentication, anyone nearby or on the same network could gain access to the device and its contents.

Then there is the issue of data protection. In many cases, boards are used to display or annotate sensitive information, from lesson plans and student data to financial figures and internal strategy documents. If this content is saved locally or synced to the cloud without encryption, it becomes a serious exposure point.

Wireless features like Bluetooth and casting can also pose security challenges. These channels, if not locked down, allow attackers to intercept connections or inject malicious files. USB ports, similarly, can be an easy way in, especially in environments where physical access is not tightly controlled.

And of course, human error plays a role. Users may forget to sign out of apps, leave tabs open, or unknowingly enable sharing features. Without the right safeguards, a smart board can quickly become a digital backdoor.

Fortunately, many of these risks can be mitigated with straightforward controls. Here is a quick reference chart to help you align your smart board security practices with broader IT policies:

• Risk Area
  Software & Firmware
• Best Practices
  Enable automatic updates or establish a regular patching schedule.
• Risk Area
  Authentication
• Best Practices
  Replace default passwords, enforce complexity, and enable two-factor authentication.
• Risk Area
  Network Isolation
• Best Practices
  Place smart boards on a segmented network behind a firewall; avoid using public Wi-Fi.
• Risk Area
  Encryption
• Best Practices
  Ensure data is encrypted in transit (e.g., SSL/TLS) and at rest (local/cloud).
• Risk Area
  Role-Based Access
• Best Practices
  Create user roles with appropriate permissions (e.g., admin, teacher, guest).
• Risk Area
  USB/Bluetooth Control
• Best Practices
  Disable unused ports and protocols, and whitelist allowed devices.
• Risk Area
  User Education
• Best Practices
  Train staff on secure usage, such as logging out, handling sensitive content, etc.
• Risk Area
  Device Decommissioning
• Best Practices
  Factory reset and wipe all data before recycling or disposing of the device.
• Risk Area
  Physical Security
• Best Practices
  Use mounting locks, disable unused ports, and install boards in secured locations.

These measures do not require major overhauls; they require attention and consistency. Treat smart boards as you would any other endpoint or IoT device: assess their capabilities, identify risks, and implement layered defenses.

For many organizations, smart boards are not yet formally included in IT policies or compliance frameworks. Whether you are in education, healthcare, business, or government, these devices should be part of your acceptable use policies, asset management systems, and incident response plans.

It is also worth developing clear usage guidelines. Outline expectations for who can access the boards, what types of data can be shared or stored on them, and how to handle personal accounts or third-party apps. If the board integrates with cloud platforms, make sure those accounts follow your organization’s security standards, including access logging and MFA.

Finally, remember that security is not just about tech; it is about behavior. The people using smart boards should be part of the solution. Regular training and refreshers on good digital hygiene like logging out, avoiding unknown USBs, and reporting suspicious activity go a long way.

Smart boards bring tremendous value to modern collaboration, but that convenience should not come at the cost of data security. As with any connected technology, the key is to treat these devices as active parts of your digital ecosystem, not passive displays.

By implementing clear practices and making smart boards part of your broader cybersecurity strategy, you can reduce risk without sacrificing the tools that make modern communication so effective. So, the next time you step up to a smart board, ask yourself, who else might be watching?