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report-abuse-link lia-component-forums-action-report-abuse" rel="nofollow" id="reportAbuse" href="/gc/notifications/notifymoderatorpage/message-uid/816681">Report Inappropriate Content</a></li> </ul> </div> </div> </div> </div> </div> <div class="lia-message-body-wrapper lia-component-message-view-widget-body"> <div itemprop="text" id="bodyDisplay" class="lia-message-body"> <div class="lia-message-body-content"> <H4 id="toc-hId-1424437328"><SPAN>Introduction</SPAN></H4> <P>Often there are contributing factors that shape an organization’s approach to its data security and privacy: </P> <UL> <LI>Industry and nature of the business</LI> <LI>Values and priorities</LI> <LI>Regional and local regulations </LI> <LI>Company culture and principles</LI> <LI>Immediate and long term goals</LI> </UL> <P>Some organizations place heavy emphasis on clearly defined data classes, while others choose a different approach that does not rely on a data class as heavily or at all. In this article, we’ll discuss the role and benefits of data classification to help you determine if there is a suitable option for your organization.</P> <H4 id="toc-hId--1127719633">So what is data classification and why is it often at the heart of a security program?</H4> <P>Data classification is the process of systematically categorizing data based on its sensitivity, value, importance, and the level of protection required. These classifications provide a clear definition and separation of each data category. They enable organizations and their users to distinguish between critical information that warrants stringent safeguards, verses less sensitive information that requires fewer restrictive measures.</P> <P>Most often, when filing data classification, labels are applied. Such labels are sometimes referred to as tags or badges. These labels serve as additional metadata associated with a file that carries supplemental information about it. In Google Drive, one or more labels can be applied to a file, and made visible or invisible to a viewer based on the specific needs of an organization. There are a myriad of benefits that derive from classifying data; the exact benefits greatly depend on the particulars of an organization's business.</P> <P>Let’s look at a few such benefits spanning across areas of data lifecycle management; visibility, access and control; data loss prevention; audit and compliance; and advanced search and organization of the data in Google Drive.</P> <H4 id="toc-hId-615090702"><span class="lia-inline-image-display-wrapper lia-image-align-center" image-alt="image1.png" style="width: 400px;"><img src="https://www.googlecloudcommunity.com/gc/image/serverpage/image-id/126785i08BF657A8C73660D/image-size/medium?v=v2&px=400" role="button" title="image1.png" alt="image1.png" li-image-url="https://www.googlecloudcommunity.com/gc/image/serverpage/image-id/126785i08BF657A8C73660D?v=v2" li-image-display-id="'126785i08BF657A8C73660D'" li-message-uid="'816681'" li-messages-message-image="true" li-bindable="" class="lia-media-image" tabindex="0" li-bypass-lightbox-when-linked="true" li-use-hover-links="false" /></span></H4> <H4 id="toc-hId--1937066259"> <SPAN>Understanding and managing the data</SPAN></H4> <P>Utilizing classification allows an organization to easily streamline its <STRONG>data management </STRONG>which enables efficient data discovery and retrieval, as well as disposal based on specific requirements for each classification. Knowing what files you have in each of the classes is helpful when determining how to store or dispose of data that your organization generates and safeguards. Whether you choose to preserve sensitive files considering them crucial for your organization, or to dispose of them considering them a liability, data classification can be a crucial first step in your data governance.</P> <P>By understanding the sensitivity and value of their data, organizations can <STRONG>make informed decisions</STRONG> regarding access, security investments, and risk mitigation strategies. Classifying data not only improves the records management, but also helps users and data custodians to clearly distinguish sensitive files that require more careful handling. In old spy movies, a mysterious character would often hand a spy an envelope clearly labeled as “Top Secret”. This labeling would be a visible indication to the spy, as well as movie goers, that the contents were highly confidential. This serves to define the data’s class and the manner in which it must be handled. The same remains true today, and Google Drive labels can be used to convey data sensitivity as well as automatically deploy the data management rules required.</P> <H4 id="toc-hId--194255924">Seamless protection and control of the data</H4> <P>As might be expected, the significant value of data classification lies in its ability to enhance security and protection. It starts with <STRONG>increased visibility</STRONG>, where classification can help you gain insight into the data your organization owns, and understand where it resides and how it is shared. Creating an inventory of your current Google Drive data using classification is an important step in decreasing your security risk. Oversharing resulting from accidental or negligent sharing of sensitive files in the Drive can be easily brought to light and mitigated as a result of carefully executed data classification.</P> <P>In addition to increased visibility, classification can play a role in <STRONG>data loss prevention (DLP)</STRONG>, dictating how data can and cannot be shared, preventing users from sharing certain files, or warning them when a sharing carries increased risks. Google Drive has built-in DLP capabilities that allow admins to combine various file parameters and conditions, allowing the entire process to be automated and easily adopted. Furthermore, granular controls around information rights management (IRM) add a set of more detailed controls that specify whether a file in Google Drive can be downloaded, printed or copied. Using a data class as an additional parameter when determining the security controls for a given file allows data loss prevention to be even more precise and accurate.</P> <H4 id="toc-hId-1548554411">Audits, reports, and compliance</H4> <P>The additional metadata applied to Drive files in the process of data classification inevitably improves <STRONG>audit</STRONG> capabilities within an organization. Google Drive allows easy reporting on label operations, such as labels being applied, removed or modified by any actor, including a user and a system. Audit logs conveying the information about a file can provide significant visibility into an organization's Drive corpus, making it easy to trace and audit it.</P> <P>Auditing is an important part of many <STRONG>compliance</STRONG> standards, and with enhanced audit capabilities data classification can make achieving compliance much easier. Google Drive data classification facilitates adherence to regulatory requirements such as the General Data Protection Regulation (GDPR), the Health Insurance Portability and Accountability Act (HIPAA), and industry-specific standards.</P> <H4 id="toc-hId--1003602550">Organization and usability of the data</H4> <P>With the growing amount of content that users and organizations generate each day, and the increasing number of files stored in Drive, file labels applied during data classification can simplify <STRONG>search and organization </STRONG>of data within an organization. Being searchable, Drive labels allow for better search capabilities, as files in Drive can have multiple labels for various use cases and user needs. Data classification enables faster and more personalized search and organization of data within Drive.</P> <P>Lastly, classification can lead to <STRONG>cost savings </STRONG>by bringing more visibility and controls to your organization over the data it owns and safeguards, dynamically applying more appropriate security controls for various data types, reducing the risk of data breaches, preventing fines and penalties associated with non-compliance, and increasing user productivity.</P> <P>There are many more benefits that your organization can derive from data classification and from incorporating it into your security program. 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