Best Practices - Digital Signage

What is Digital Signage?

Digital signage can be as simple as a screen in a department common area with rotating slides highlighting faculty and student work, or can incorporate dynamic content like real-time transit info, class schedules, or dining menus.

At Harvard, schools and units use different types of signage from multiple hardware and software providers. This page outlines some risks and best practices for mitigating them.

Potential Risks

Category	Why It Matters
Cybersecurity	Poorly secured systems can be hacked to display inappropriate, false, or offensive content, damaging reputation and causing panic. Digital signage systems can be compromised by malware, especially if they’re internet-connected or not regularly updated.
Privacy	Some systems include cameras or sensors (for audience analytics) that may potentially violate student privacy or run afoul of privacy laws (e.g., FERPA, GDPR). Sensitive or private information could be accidentally displayed to the public.
Content Management	If not managed carefully, signage may display wrong, outdated, or misleading information, causing confusion. Mistakes in content approval or scheduling processes can result in inappropriate or unapproved content being displayed.
Operational	Power failures, network issues, or software glitches can render signage useless, potentially impacting emergency notifications. Hardware failures and maintenance can disrupt messaging and incur unexpected costs.
Physical Safety	Poorly placed screens may physically obstruct pathways or serve as distractions, especially in areas requiring focus (e.g., near stairs or labs).
Brand and Reputational	Displaying low-quality, unprofessional, or commercialized content can negatively affect the university’s brand image. Screens can be targets for digital or physical vandalism.
Accessibility	Content that isn’t designed for accessibility (e.g., no closed captions, poor contrast, or small font) can exclude community members with disabilities, running afoul of accessibility standards and laws.

Recommended Best Practices

Cybersecurity Measures

Limit administrative access to the signage management system using strong, unique passwords and multi-factor authentication (MFA).
Place signage devices on a separate, secure network segment isolated from sensitive university data and systems.
Keep operating systems and signage software up-to-date with the latest patches to protect against exploits of known vulnerabilities.
Implement tools to monitor for unauthorized access or unusual activity on signage systems, with alerts for rapid response. Regularly review access logs to detect anomalies or unauthorized activity.
Restrict the types of files and sources that can be displayed to minimize malware infection risks.

Clear Content Governance

Establish a formal process for content creation, review, and approval, with clear roles and responsibilities.
Ensure content is always current and relevant by using calendar-based workflows
Educate content contributors on university policies, copyright, and content standards.

Privacy Protection

Ensure transparency by clearly informing the public, through visible notices, whenever signage contains cameras or sensors.
Implement checks to ensure private or sensitive data (e.g., contact information, grades, or health info) isn’t posted.
For interactive screens: Only collect anonymized data, if any, and avoid storing personally identifiable information unless necessary and legally permissible.

Operational Reliability

Consider backup power sources (UPS) and redundant signage in critical locations, especially for emergency alerts.
Use secure remote management tools to update or fix signage quickly when issues arise. Replace when no longer supported.
Configure signage to default to a safe, neutral message (such as university branding or contact info) if connectivity is lost.

Physical Security

Install signs where they’re visible but not prone to theft, tampering, or accidental damage.
Use lockable enclosures and shatterproof materials for high-traffic areas.

Accessibility

Design all displayed content to meet digital accessibility standards (e.g., readable fonts, sufficient color contrast, audio cues where needed).
Provide QR codes, short links, or contact info for those needing accessible versions or additional help.
Regularly test signage content using accessibility checklists or involve people with disabilities in usability testing.

Need Help?

Contact your school IT support group for assistance.

Related Resources

Best practices for applying updates

Tips for creating strong passwords

Download a PDF checklist of best practices (HarvardKey required)