Guide on Data Classification in Organizations

In today’s increasingly digital world, data classification is an essential strategy to strengthen information security and ensure compliance. Below, we explore how data classification works within different technology ecosystems such as Microsoft 365, with specific use cases and step-by-step instructions.

What is Data Classification?

Data classification is the process of organizing data into categories that make it easier to manage and secure. It helps companies apply effective risk management and comply with legal and contractual obligations.

Use Cases and Implementation

1. Email Management in Outlook 📧
   • Scenario: When drafting an e-mail within your IT department.
   • Steps:
     • Assess the sensitivity of the e-mail.
     • Use the “Sensitivity” option from the menu to apply the appropriate label (e.g., “Internal”).
2. Document management on OneDrive and SharePoint 📁
   • Scenario: Saving a file on OneDrive.
   • Steps:
     • Create or upload a file.
     • Open the file, select ‘Sensitivity’ and choose the appropriate label.
3. Collaboration and Label Retention in Teams 🤝
   • Scenario: Collaborating on documents within Microsoft Teams.
   • Steps:
     • Open a file in Teams or SharePoint.
     • The label is retained during the collaboration unless substantive changes require reclassification.

Automatic Labeling and Security 🛡️

Automatic labeling systems can identify sensitive information (such as PII or financial data) and automatically apply a label indicating that the content requires special handling.

Benefits of Effective Data Classification

• Enhanced Security: Ensures that sensitive information is protected from unauthorized access.
• Compliance Ease: Helps meet various compliance requirements and legal obligations.
• Efficient Data Management: Simplifies the management and accessibility of data within the organization.

Closing

Data classification is not a one-time action, but an ongoing process that adapts to new data and changing business needs. Implementing a robust data classification strategy is essential for any organization that takes its information security seriously. Is your organization considering implementing data classification or want to improve your existing processes? If so, contact ALTA-ICT. Our team of experts is ready to help you with a customized solution that fits your unique needs.