Data Sensitivity Labeling Guide

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Sensitivity Labels Guide

Use the right label to protect our business and reduce risk.

Sensitivity Labels

Public

Definition:
Business data that is specifically prepared and approved for public consumption.

Examples:

  • Published marketing materials
  • Public website content
  • Press releases
  • Approved external communications

Handling Guidelines:

  • Can be shared freely inside and outside the organization
  • No restrictions on distribution

Business Use

Definition:
Data intended for internal use and authorized external parties.

Examples:

  • Internal communications (emails, chats)
  • Meeting notes
  • Internal policies and procedures
  • Non-sensitive project documents

Handling Guidelines:

  • Share within the organization by default
  • May be shared with approved external parties when appropriate
  • Should not be publicly posted

Confidential

Definition:
Sensitive business data that could cause damage to the business if shared with unauthorized people.

Examples:

  • Contracts
  • Security reports
  • Forecast summaries
  • Sales account data

Handling Guidelines:

  • Share only with authorized individuals
  • Limit external sharing and ensure approval when required
  • Use secure storage and sharing methods
  • Apply encryption where available

Highly Confidential

Definition:
Very sensitive business data that would cause significant damage to the business if shared with unauthorized people.

Examples:

  • Employee and customer information
  • Passwords and credentials
  • Source code
  • Pre-announced financial reports

Handling Guidelines:

  • Strictly limited to authorized individuals (need-to-know basis)
  • Do not share externally without explicit approval
  • Always use secure and encrypted methods
  • Avoid local storage unless absolutely necessary

Decision Flow: How to Choose the Right Label

Use the following decision process:

  1. Is the data specifically prepared and approved for public consumption?
    • Yes → Public
    • No → Continue
  2. Is the data intended for internal use or authorized external parties only?
    • Yes → Business Use
    • No → Continue
  3. Could unauthorized disclosure cause damage to the business?
    • No → Business Use
    • Yes → Continue
  4. Would unauthorized disclosure cause serious or critical damage to the business?
    • Yes → Highly Confidential
    • No → Confidential

If the data does not clearly fit or risk is unclear:
Choose the more restrictive label or contact your manager or IT Security.

How to Apply Sensitivity Labels

In Microsoft 365 applications (Outlook, Word, Excel, PowerPoint):

  1. Select the Sensitivity button in the toolbar
  2. Choose the appropriate label
  3. Save or send your content

Quick Reminders

  • Apply a label when creating documents or emails
  • Review and update labels when content changes
  • Share sensitive data only with those who need it
  • When in doubt, choose the more restrictive label

Need Help?

If you're unsure which label to use, contact your manager or the IT Security team at
IT_Security@sacredheart.edu

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