To help you better understand the type of data with which you interact, UAB IT will enable data classification labels for files in the Microsoft 365 environment on Dec. 6.

Labels correspond to UAB’s data classification system, which characterizes all data as Public, Sensitive or Restricted. Labels will appear as a colored shield at the top of your Microsoft documents — red for Restricted, yellow for Sensitive, and green for Public.

“Knowing your data is one of the most important steps in keeping it secure,” said Rob Ferrill, UAB chief information security officer. “Enabling this automatic labeling feature gives you greater insight into the files you own and those with which you interact. We urge you to be careful about any files you share, but especially those labeled ‘Restricted.’”

What you should experience

• Auto Labels
  • When labels are turned on, all your documents should be labeled “Sensitive” automatically.
  • Documents that have a character string that appears to be a Social Security number or credit card number should be labeled “Restricted” automatically.
• Manual Labels
  • You will have the ability to manually apply a label to documents (for which you have edit access). Label them according to the UAB Data Classification Rule.
  • You will have the ability to manually change the label on documents for which you have edit access.

How to view and apply labels

• Refer to this knowledge article for details about how to manually change a label on a document, depending on your device and operating system. 
• In general, you should be able to click on the “Sensitivity” icon to change the label.

Classification labels will also be enabled for Adobe files, but they must be applied manually. Refer to this knowledge article for details on how to apply labels.

Classification labels are already enabled for Box files.