Data Protection and Accessibility in Digital Communication : (Criteria for the Selection of Messenger Apps for Educational Institutions Working)

Educational institutions have increasing needs for professional digital communication. When selecting suitable communication tools, there is a need for appropriate information as a basis for decision-making. Messenger communication in particular is strongly integrated into people's private everyday lives. While needs for extensive data-secure communication in educational contexts are increasing, there is a lack of concepts for data-protected and privacy-preserving support of educational processes through software (Karaboga et al 2014; Digitalcourage e.V. n.d.) , as well as for mandatory training for professionals (Zorn, Tillmann, and Kaminski 2014; Imort and Niesyto 2014), and reliable information for viable software alternatives. This paper outlines the specific requirements of educational institutions when selecting suitable software, using messenger communication as an example. From these requirements, criteria for needed information are presented as a basis for software selection decisions in three categories: data protection/privacy, accessibility/low-barrier, practicability. Since no criteria and good practice suggestions were available so far, a study was conducted to elicit the characteristics of potentially suitable messenger software. To this end, the necessary criteria for the three categories mentioned were first defined and then German and well-known international messengers were tested for data protection criteria. Based on the results for conformity with the EU's General Data Protection Regulation (GDPR) as an inclusion criterion, the messengers in question were subjected to a practical test. In the process, additional practicality criteria were developed, in part iteratively. In addition to institution-internal messengers, six services were identified among the freely available provider-dependent messengers that can be used in a GDPR-compliant manner, at least for users over the age of 16. At the time of publication, this leaves only five: Threema, Wire, SID, Ginlo, Chiffry. Furthermore, provider-independent messenger systems that adhere to the international standard protocol for the exchange of chat messages (XMPP) appear to be a viable option for educational institutions. In-house or commissioned server hosting would then be possible and a corresponding agreement for commissioned data processing can be concluded with an IT service provider. The decisions to use "Wire" and "Threema Work" in the IDiT project context are explained and justified. The context was vocational training for prospective office management clerks at vocational schools and vocational training centers. Although the underlying considerations are tailored to the project context (application in the Berufsförderungswerk Köln), they can be generalized.