St. John's University Service Desk

Implementing Data Sensitivity labels – why?

• Data labels are an important component of our information security strategy.
• It will help us classify and manage data based on the sensitivity level.
• Ensures that confidential or regulated information is appropriately handled, stored, and shared.
• Helps us enforce security policies, prevent data leaks, and maintain compliance.

Note: These labels are based on the Information Classification Policy found on the St. John’s University website. 

https://www.stjohns.edu/my-st-johns/human-resources/policy-922-information-classification-policy

Data Label Types

Key aspects of sensitivity labels in Office 365:

Sensitivity labels classify documents based on their sensitivity level (e.g., Public, General, Confidential, Highly Confidential) and apply corresponding protection settings. 

Labels can encrypt documents, restricting access to authorized users and even blocking specific actions like forwarding emails with attached documents. 

Organizations can configure sensitivity labels to be automatically applied or recommended based on the content of the document. 

In Word, the sensitivity label can be found on the Home tab under the Sensitivity dropdown. 

Organizations can define their own labels, descriptions, and protection settings to align with their specific data protection policies. 

Sensitivity labels can generate usage reports and activity data, providing insights into how sensitive information is being handled. 

Labels can be configured to allow users to assign permissions when applying the label, facilitating collaboration while still maintaining control. 

How to use sensitivity labels in Word:

1. Open Word 365: Launch the application and open the document you want to label. 
2. Locate the Sensitivity feature: Go to the Home tab and find the Sensitivity dropdown, located on the right side of the screen. 

3. Select the appropriate label: Choose the label that best reflects the sensitivity of the document's content. 
4. Configure permissions (if needed): If you select a label that requires permissions, you may need to specify which users or groups have access. 
5. Save the document: Save the document to apply the chosen sensitivity label and its associated protection settings. 
    
    *Please note that sensitivity labels can also be applied while saving a new document.

*Please note, if you do not see the Sensitivity Label feature within your Office 365, please inform us.

Visit: https://ithelp.stjohns.edu, and click “Report an incident.”