WorkFlow Wednesday: When a Data Lockout Ends a Century and a Half of History - The Lincoln College Story

A cautionary tale for every mission-driven organization

Welcome folks! We're starting a new series of case studies to show how leaders who have a handle on the basics - like using Authentik's WorkFlow system to document robust process and procedure manuals - can help disruption-proof your business.

In 2022, Lincoln College in Illinois closed its doors after 157 years of service. The final blow wasn’t declining enrolment or waning fundraising—though both were challenges. It was a ransomware attack that locked the systems they relied on for admissions, retention, and advancement.

Suddenly, staff couldn’t access student data. Recruitment stalled. Fundraising froze. The college, already stretched thin, ran out of runway. For those unaware, a modern institution relies on computers for everything. Specialized software handles most of the data management, and dedicated staff accept applications, process tuition payments, and more according to processes. However, the processes are always built into the systems - and when those systems fail (or like Lincoln College, the institution loses access), the institution is forced to pivot. How can they recreate their recruitment and application processes in a moments notice in the face of a cyber attack? It's not easy even with robust documention of workflows, but it's impossible without it. Lincoln College wasn’t a Fortune 500 company with deep reserves. It was a small institution with limited IT staff, operating on slim margins, and they were at the mercy of an adversary nation targeting American institutions. When your core processes vanish overnight, you don’t have months to improvise. You have days. Lincoln College was not our client, but their story is a powerful reminder of what can happen when processes aren’t documented or backed up.

What went wrong?

Lincoln’s experience highlights risks that many organizations share:

• The Process Was In The Software: The critical workflows around admissions were reliant on the computer systems and they didn't have these detailed processes documented outside of those systems; this meant it was impossible to simply substitute a paper application or alternative method in a hurry. Where does that application go? Who does what, and why? These questions were previously handled by their software, and when they lost access, they lost understanding.

• Key processes lived in people’s heads. Admissions and advancement cycles weren’t backed up with clear ownership, and like the problem above, the lack of processes meant that the staff weren't able to pivot and improvise.

• Single points of failure cascaded. One system outage rippled across recruitment, retention, and fundraising. This means that even if one department had robust processes mapping, the problem still cascaded into a critical failure. Senior Leaders didn't have line of sight on critical points of failure so they could strategically and proactively prevent disruption.

If you work in higher education, nonprofit, or any resource-limited environment, their story may sound uncomfortably familiar.

How WorkFlow could have made a difference

At Authentik Consulting, we built WorkFlow to address exactly these kinds of risks. WorkFlow captures the real steps your staff take as they do their work—without pulling them into extra meetings or slowing productivity.

There are three simple ways to capture processes:

1. Voice mode – staff narrate what they’re doing while working.

2. Document mode – existing checklists or procedures can be uploaded

3. Q&A mode – guided prompts to answer how the worker does a given task.

From there, WorkFlow automatically generates a clear, printable process manual and map. Workers need only do a process one time with WorkFlow to capture clear, repeatable instructions that can help staff training, business continuity, or future automation. More than that, Leaders can see the end-to-end flow of work, spot single points of failure, and understand how the work of different teams (like admissions, registrar, and advancement) connect together.

Turning visibility into resilience

But WorkFlow doesn’t stop at mapping. Its built-in AI analyzes your processes against best practices, highlighting opportunities for improvement. This means cost savings, clarity of roles, and more efficient work - not to mention built-in disruption resilience.

WorkFlow isn't just a software platform - it's a full package experience. Every engagement includes consulting support, meaning Authentik guarantees that you walk away with a fully documented SOP manual in 30 days or less. That foundation prepares you for business continuity, staff turnover, and even future automation.

Why this matters now

Lincoln College’s story is heartbreaking—but it wasn’t inevitable. Their closure shows just how fragile continuity can be when critical processes aren’t captured and tested. However, what IS inevitable is disruption - that happens to all of us, sooner or later, and for a whole host of reasons it's way more likely to happen in 2025 than it ever has been.

If your organization relies on a handful of systems, a few key staff, or razor-thin margins, this is your wake-up call. Disruptions don’t wait until you’re ready. whether a cyberattack, a resignation, or even your key admin person winning the lottery!

WorkFlow gives you the visibility, the playbooks, and the resilience to keep moving forward when disruption strikes.

Ready to see how WorkFlow can strengthen your continuity plan?

Visit workflow.authentikconsulting.ca to learn more, or reach out to us directly to explore how you can have your processes mapped and secured in 30 days or less.