Legacy Systems in education: a critical IT challenge for schools

Legacy systems continue to support daily operations in many schools, but they present significant challenges to IT infrastructure. These outdated technologies are ill-equipped to handle modern security threats and operational demands. This makes them a critical liability. Identifying and mitigating these risks is essential for IT teams. It is the only way to design secure, robust, and scalable systems that meet long-term educational goals.

Based on Trend Micro’s 2025 Cyber Risk Report, we will examine the technical challenges of legacy systems. It provides actionable strategies for IT teams to modernize infrastructure while minimizing disruptions. We will analyze the risks and present a clear roadmap for sustainable IT modernization in educational environments.

The true cost of outdated systems

Legacy systems are more than outdated equipment; they introduce multiple technical risks. The 2025 Cyber Risk Report outlines how unsupported hardware, software, and unpatched applications create active security vulnerabilities. Without recent security updates, these systems are especially prone to attacks like ransomware, phishing, and unauthorized access.

The report highlights that educational networks, often managing thousands of endpoints, see misconfigurations escalate. This is especially true with the growth of remote learning. Attackers exploit these gaps, increasing the likelihood of data breaches and operational downtime. Relying on this aging infrastructure can disrupt critical services like online learning platforms and student records, affecting both safety and continuity. Each unpatched vulnerability is an open invitation for an attack. Proactive risk management is essential.

An expanding attack surface

End-of-life (EOL) systems no longer receive critical security patches. As highlighted in the 2025 Cyber Risk-Report, this means every new vulnerability remains unaddressed. It effectively creates open backdoors for attackers. The report notes that unpatched applications and outdated hardware expand the attack surface. This is particularly true in school environments with a high number of networked devices. This unprotected state allows ransomware and other malware to spread rapidly. It increases the risk of operational shutdowns, data loss, and extended recovery times.

Operational inefficiencies of legacy systems

Beyond security risks, legacy systems create operational bottlenecks that hinder efficiency. Their inability to integrate with modern platforms limits scalability and stifles innovation. As schools rely more on digital tools for administration and learning, outdated systems fail to meet these evolving demands.

System downtime and maintenance costs

Legacy hardware and software are prone to frequent failures. This results in prolonged downtime and high maintenance costs. IT teams often spend significant time on troubleshooting or temporary fixes, diverting resources from strategic projects. The total cost of ownership for legacy systems can eventually exceed the investment needed for modern solutions.

Incompatibility with modern tools

Legacy systems typically do not support new technologies. This includes cloud-based platforms, scalable storage, or advanced analytics. This lack of compatibility limits the ability to adopt solutions that improve efficiency and learning experiences. IT teams are often left managing fragmented systems, which increases complexity.

Steps for IT modernization in schools

Modernizing IT infrastructure does not require a complete overhaul. IT teams can adopt a phased approach. This allows you to prioritize high-risk areas while balancing budgets and operational needs.

Step 1: conduct a comprehensive audit

Start with a detailed assessment of your IT environment. Document all hardware, software, and network components. Identify systems that are unsupported or nearing end-of-life. Highlight high-risk areas, such as those hosting sensitive data, and evaluate their impact on security and performance.

Key metrics to evaluate:

• Percentage of systems no longer receiving security updates.

• Results from vulnerability scans and exposure levels.

• Frequency and duration of system downtime.

• Compatibility issues with modern platforms.

Step 2: prioritize risk mitigation

Based on the audit, focus on the most critical vulnerabilities. Key steps include:

• Replacing unsupported operating systems with modern, secure alternatives.

• Migrating on-premise servers to cloud-based platforms for better scalability and maintenance.

• Implementing network segmentation to isolate legacy systems and reduce the attack surface.

• Considering advanced security tools like endpoint detection and response (EDR) or a zero-trust architecture (ZTA).

Step 3: leverage funding for incremental upgrades

Educational institutions often have strict budgets. However, targeted funding sources like grants can support incremental upgrades. Focus on high-impact areas, such as systems managing student data. Subscription-based cloud solutions can also provide cost-effective alternatives to on-premise infrastructure.

Step 4: embrace cloud migration

A phased cloud migration offers a practical path to modernization. Begin with non-critical systems, such as email, and gradually move core operations. Cloud solutions improve scalability and eliminate the burden of maintaining physical hardware. This allows IT teams to focus on more strategic tasks.

Step 5: build a culture of continuous improvement

IT modernization is an ongoing process. Establish regular evaluation and update cycles. This ensures systems remain secure and aligned with institutional goals. Encourage collaboration between IT teams and school administrators to align technology with long-term educational objectives.

Conclusion:

For IT teams in education, legacy systems pose significant challenges to security and efficiency. Unpatched vulnerabilities and escalating maintenance costs make these systems unsustainable. With a structured approach to modernization, educational institutions can overcome these challenges. 

By conducting comprehensive audits, prioritizing risks, leveraging funding, and embracing cloud technologies, schools can improve efficiency. Continuous improvement and strategic planning will allow your IT team to protect sensitive data, enhance performance, and support long-term educational success. 

Sources:

• Trend Micro’s 2025 Cyber Risk Report.