Introduction
Indiana State University is streamlining Microsoft Data Sensitivity Labels to align with ISU Data Security and Management Policies. This document outlines the descriptions, permissions, and associated functionality related to ISU custom data sensitivity labels. By adhering to these guidelines, the university aims to enhance data security and management, ensuring sensitive information is appropriately protected and accessible only to authorized individuals.
The custom labels are located on the drop down menu of the “Sensitivity” icon on the top tool tray of Microsoft collaboration tools (ex: email, Word)
Descriptions, Permissions, and Associated Functionality
Public Data
Label Name: Public Data
Description: Information and data that are intended for public view.
Label Color: Green
Scope: Files & other data assets, Email
Protection Settings
- Access Control N/A - Public
- Content Marking: N/A- Public
University Internal Data
Label Name: University Internal Data
Description: Data used internally in university operations or with selected University appointees or partners for ISU business purposes. Access to University Internal Data should be determined based on the job responsibilities of the employee, appointee, or partner.
Label Color: Blue
Scope: Files & other data assets, Email
Protection Settings
- Access Control
- Content Marking:
- Dynamic Footer= Indiana State University Internal Data
Auto-Labeling: None (User sets classification)
Restricted Data
Label Name: Restricted Data
NOTE! Auto Save function is NOT active, you must save manually
Description: Data that are sensitive or confidential and, as a result, require specific authorization for access
Label Color: Orange
Scope: Files & other data assets, Email
Protection Settings
- Access Control
- Users can assign permissions when they apply the label (See Permissions below for details)
- Outlook controls= Do Not Forward
- Word, PowerPoint, and Excel will prompt users to specify permissions.
- Content Marking
- Dynamic Watermark and Footer= Restricted Data
Auto-Labeling: None (User sets classification)
Permissions
- Viewer: The user can view. They cannot edit, print, copy content, or change/remove protection.
- Restricted Editor: The user can view and edit. They cannot print, copy content, or change/remove protection.
- Editor: The user can view, edit, print, and copy content. They cannot change/remove protection.
- Owner: The user can do anything with the file, including remove protection.
Additional optional permissions may be available:
- Set document expiration date
- Enable user to request additional permissions
Highly Restricted Data
Label Name: Highly Restricted Data
NOTE! Auto Save function is NOT active, you must save manually
Description: Highly confidential data that, if released, could result in criminal or civil penalties, identity theft, personal financial loss, or invasion of privacy. Data protected under federal or state regulations or due to proprietary, ethical, or privacy considerations will typically be classified as Highly Restricted.
Label Color: Red
Scope: Files & other data assets, Email
Protection Settings
- Access Control
- Users can assign permissions when they apply the label (See Permissions below for details)
- Outlook controls= Do Not Forward
- Word, PowerPoint, and Excel will prompt users to specify permissions.
- Content Marking:
- Dynamic Watermark and Footer= Highly Restricted Data
Auto-Labeling: None (User sets classification)
Permissions
- Viewer: The user can view. They cannot edit, print, copy content, or change/remove protection.
- Restricted Editor: The user can view and edit. They cannot print, copy content, or change/remove protection.
- Editor: The user can view, edit, print, and copy content. They cannot change/remove protection.
- Owner: The user can do anything with the file, including remove protection.
Additional optional permissions may be available:
- Set document expiration date
- Enable user to request additional permissions
Additional Information
Indiana State University Data Security and Management Policies can be found here: https://indianastate.edu/policy-library/data-security-and-management
If you have questions/issues regarding data sensitivity labels, please submit a TDX ticket to request a security consultation.