Introduction
Protecting sensitive data is crucial for individuals and organizations. However, not all data requires the same level of protection. To optimize security and access, it’s important to classify data based on its sensitivity.
This article provides guidelines on how to categorize data based on sensitivity and implement appropriate safeguards. Follow these steps to build a robust data classification and protection program.
Define Sensitivity Categories
The first step is defining standardized categories to classify data. Common ones include:
Public
- Information that can be made fully available to all audiences.
- Examples: marketing brochures, public announcements, job postings.
Internal
- Information intended for use within an organization.
- Examples: internal communications, organizational charts, internal project plans.
Confidential
- Sensitive information that requires protection and restricted access.
- Examples: personnel records, customer data, financial reports, trade secrets.
Regulated
- Highly sensitive data governed by legal and regulatory obligations.
- Examples: payment card data, healthcare records, government classified data.
Tailor categories to your specific needs, but keep the number manageable. Defining too many levels overcomplicates classification.
Inventory and Classify Data
Conduct a data inventory to locate and identify all sensitive information assets. This provides a full picture of what needs classification and protection.
Some key steps for effective data inventory and classification:
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Leverage technology like data classification and discovery tools to automate inventory and classification processes.
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Involve key stakeholders like security, legal, IT, executives, and business unit leaders to provide input.
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Classify both physical and digital data across all systems and locations.
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Add metadata tags indicating classification levels and handling requirements for digital files and folders.
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Label physical documents clearly indicating their classification status.
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Maintain an updated classification repository with all data types, locations, owners, and classification status.
Implement Protection Controls
With data classified, you can deploy targeted controls to enforce appropriate access restrictions:
Public Data
- Can be made widely available with minimal restrictions.
- Use discretion when publishing online or distributing physically.
Internal Data
- Limit access to employees through access controls like network permissions.
- Encrypt files/drives, enable remote wipe on devices.
- Require confidentiality agreements for access.
Confidential Data
- Tightly restrict access only to select individuals, never make public.
- Enforce strict access controls, detailed user monitoring, strong encryption.
Regulated Data
- Restrict to only essential personnel with regulatory clearance.
- Deploy highest levels of security and access controls.
- Follow legal/regulatory mandates like HIPAA, GDPR, etc.
Continuously Review and Update
Data classification is an ongoing process requiring continuous reviews and updates as information changes:
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Review classifications at least annually to validate accuracy.
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Update classifications if data sensitivity changes.
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Classify new data types as they are created and stored.
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Provide retraining to ensure personnel understand requirements.
Proper data classification, paired with targeted use of security tools and controls, enables optimized protection and access across an organization’s diverse information.
Conclusion
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Define standardized classification categories based on sensitivity.
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Inventory all data and assign appropriate classifications.
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Implement access restrictions, encryption, and controls based on classification levels.
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Continuously review and update classifications to maintain an accurate program.
Following structured data classification and protection steps allows organizations to align information security with business risk tolerance levels. This balances access needs with legal, regulatory and ethical data handling obligations.
