In today’s interconnected world, data security isn’t just a best practice—it’s a necessity. Every organization, regardless of size, handles sensitive information that requires careful protection. Google Workspace understands this challenge and is continuously evolving to provide robust security solutions. Data classification labels, a powerful new feature now available in both Drive and Gmail, designed to empower you to take control of your data and protect confidential information.
Data Classification Labels in Drive and Gmail
Administrators can create custom labels reflecting their organization’s specific data classification needs, empowering users to apply these labels to files and emails.
Drive Labels:
- Visibility in My Drive: Labels applied to a file are visible in the file’s Details pane in My Drive, even before opening the file. The Activity pane shows a history of label activity.
- In-File Access: For open files, users can access and edit labels by clicking File > Labels. This opens the label editing pane for easy management.
- Label Display: Labels appear as either a label with a badge field for prominent visibility or a standard label.
Gmail Labels:
- Mailbox View: Badge labels are readily visible in the Gmail mailbox view, allowing for quick identification of sensitive emails.
- Open Message View: When an email is opened, applied labels appear next to the internal sender’s name.
- Coexistence with Personal Labels: Gmail classification labels exist alongside personal Gmail labels. When a conversation is open, personal labels applied to the conversation are listed next to the subject line.
- Conversation-Level Application: Personal labels apply to the entire conversation thread.
How to Set Up Data Classification Labels
Marking labels are used for an organization’s most important metadata and are visually emphasized on the files they’re applied to. When a user opens a file in the web version of Google Docs, Sheets, or Slides, the marking labels are listed next to the file name. As shown in the image below, this is a “Publicly available” file. We can also set it to “Confidential” or “Internal use only” and other labels. So how do you set this kind of label for a document?
Set Up Data Classification Labels In the Admin console
1. Go to Google Workspace Admin Console, Click the “Menu” icon > “Security” > “Access and data control” > “Label Manager”, then click “ + New label” at the upper right-hand side.
2. Set label name, and apps to enable the label for, and click “Add Fields”, then go to the next image to continue the Step 4 and Step 5.
3. Select the Badge list and add one option, then click “Add fields”.
4. Then, you can set the label details including option name, color and classification.
Automatically apply default Data Classification Label to new documents
1. Enter Google Workspace “Admin” Console > “Security” > “Access and data control” > “Data classification”, and click “Manage” in the App “Drive and Docs”.
2. Select “Organizational Units”, then select your business unit that needs to apply, and then click “Select labels”.
3. Select the label you would like to use, and click “CONTINUE”.
4. After clicking “CONTINUE”, you can review the details of the default classification is correct then click “OVERRIDE”, now your data classification labels are all set.
How Google Workspace Users Select the Best Fit Data Classification Labels
Open or create a document, then a data classification label will appear next to your document name, click it. Then you will see the label option set and you may select the suitable one for your document.
Data Classification Labels FAQs
1. How often should I review my data classification policy?
It’s recommended to review your policy at least annually or whenever significant changes occur within your organization, such as new data types or regulations.
2. What are some examples of data discovery tools?
Data discovery tools help identify and locate sensitive data within your systems. Examples include data loss prevention (DLP) solutions, cloud access security brokers (CASBs), and data classification software.
3. Is data classification only necessary for large organizations?
No, data classification is essential for organizations of all sizes. Even small businesses handle sensitive information and need to protect it from unauthorized access.
Conclusion
Data classification labels are a powerful tool in your arsenal for protecting confidential information. By implementing and utilizing these labels effectively, you can foster a culture of security within your organization, minimize risks, and ensure compliance with relevant regulations. Start leveraging the power of data classification labels today and take a proactive step towards safeguarding your valuable data.
Need help getting started with data classification or enhancing your existing security measures? Contact us today for expert guidance and solutions tailored to your organization’s needs.
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