Introduction
Data classification labels in Google Drive are essential for managing and securing information based on its sensitivity and the potential impact of its disclosure. These labels help organizations categorize documents to ensure proper handling and compliance. This article will guide you on how to use these labels effectively and explain their importance.
Why Use Data Classification Labels?
- Data Security: Labels help protect sensitive information from unauthorized access and potential data breaches.
- Compliance: Classification labels ensure compliance with legal, contractual, or regulatory requirements.
- Risk Management: Properly labeled documents help to quickly identify and manage risks associated with data exposure.
- Efficient Data Management: Labels facilitate better organization and retrieval of documents, making it easier to manage large volumes of data.
Understanding the Classification Labels
- Restricted: This label is for data with legal, contractual, or regulatory disclosure requirements. If exposed to the public, it would necessitate state or federal notification. Examples include personal identifiable information (PII), academic records, financial records, and health information.
- Confidential: This label is for data that would cause significant risk and/or damage to the college if exposed to the public. Examples include proprietary research, strategic plans, and sensitive internal communications.
- Internal: This label is for data not available to the public but would cause little to no risk and/or damage if released externally. Examples include internal memos, meeting notes, and draft documents.
- Public: This label is for data available to the public. Examples include press releases, marketing materials, and publicly accessible reports.
For information on how to classify data please vistit the Data Classification Matrix.
Adding a Data Classification Label to an Open Document
Step 1: Open the document you wish to label in Google Docs, Sheets, or Slides.
Step 2: Click on "File" in the top menu, then choose Labels.
Step 3: In the document details panel, on the right side of your window, click on "Apply labels."
Step 4: Choose "Data Classification"
Step 5: Choose the appropriate label (Restricted, Confidential, Internal, or Public).
Step 6: You will see the label next to the title the next time you open the document.
For a Short Video about how to do this: Adding a Data Classification to an Open Document
Adding Data Classification Labels without Opening the File
Step 1: Access Google Drive
- Open your web browser and go to Google Drive.
- Log in with your Google account credentials.
Step 2: Select the Document
- Navigate to the document you wish to classify.
Step 3: Apply the Appropriate Label
- Click on the "More actions" icon (three vertical dots) in the toolbar.
- Select "Labels" from the dropdown menu.
- Select “View Labels”
- You will see a sidebar open on the right side of your window.
- Select the Apply Label button and choose Data Classification from the list.
- In the Data Classification box click on the dropdown menu and choose the type of classification you want to use.
- Now you will see the type of classification the document has right next to the name of the document
For a Short Video about how to do this: How to Use Document Classification Labels without Opening the File
Conclusion
Using data classification labels in Google Drive is a vital practice for safeguarding information and ensuring compliance with legal and regulatory standards. By following the steps outlined in this article, you can effectively manage and protect ICOM's data. For further assistance, please contact IT.
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