Looking to Safeguard Crucial Info Within Microsoft 365? Dive into the Power of Sensitivity Labels! Explore how these labels protect data, enhance security, and drive productivity within Microsoft 365.

In today’s business landscape, safeguarding sensitive data within platforms like Microsoft 365 stands as a critical priority. The constant evolution of threats emphasizes the need for robust solutions like sensitivity labels. These labels not only categorize data but also fortify it against potential breaches while ensuring uninterrupted workflows.

Table of contents

• What is sensitive data?
• Securing data with sensitivity labels through Microsoft Information Protection (MIP)

Understanding Sensitive Data

As businesses navigate an increasingly digital landscape, safeguarding sensitive information is non-negotiable. Sensitivity labels, embedded within Microsoft 365, offer a powerful defence against evolving cyber threats. Striking the delicate balance between security and productivity, these labels pave the way for a future where data protection is proactive, efficient, and integral to business operations.

What is sensitive data?

Sensitivity labels are a vital component of data protection strategies. They categorize information based on its confidentiality, ensuring appropriate handling and access control.

Type of sensitive data?

Sensitive data encompasses various forms, including personal, financial, or proprietary information, demanding heightened security measures.

Importance of protecting sensitive data

The implications of data breaches can be severe, ranging from financial loss to reputational damage, underlining the criticality of safeguarding sensitive information.

WHAT ARE SENSITIVITY LABELS USED FOR IN M365?

When it comes to safeguarding sensitive data, WHAT ARE SENSITIVITY LABELS USED FOR IN M365? holds the key. These labels play a pivotal role in tagging data and implementing diverse protective measures. Let’s explore the multifaceted uses and security applications of sensitivity labels within the Microsoft 365 suite.

Understanding Sensitivity Labels

Sensitivity labels serve as crucial identifiers, enabling organizations to categorize data based on its sensitivity level. This categorization facilitates robust auditing and reporting mechanisms.

Labelling Content for Security

One primary function of sensitivity labels is to tag content, allowing for easy identification of its sensitivity level. This tagging system is pivotal for effective auditing and regulatory compliance.

Encryption for Content Protection

To prevent unauthorized access, sensitivity labels facilitate encryption, ensuring that only authorized users can access and decipher the content. This robust security measure mitigates the risk of data breaches.

Applying Content Markings

Incorporating content markings, such as headers, footers, and watermarks like ‘Confidential,’ further fortifies the security of sensitive data. These markers serve as visual cues, signalling the sensitivity of the information.

Protecting Content in Office and Third-Party Apps

Sensitivity labels aren’t limited to Microsoft’s native applications; they extend their protective reach to third-party apps like Salesforce, Box, or Dropbox. This broad compatibility ensures a holistic safeguarding approach.

Managing Containers in M365

Efficient management of containers, including Teams, Microsoft 365 Groups, and SharePoint sites, is achievable through sensitivity labels. This feature bolsters data security within collaborative platforms.

Securing Meetings and Chats

Sensitivity labels bring a layer of security to meetings and chats by allowing labelling and optional encryption of invitations and responses. Teams-specific options further reinforce security protocols.

Extending Labels to Power BI and Purview Data Map

Innovatively, sensitivity labels transcend beyond conventional applications, extending their protective umbrella to Power BI and Microsoft Purview Data Map. This extension ensures data protection across diverse services.

Steps to Expertly Set Up Your First Label in Microsoft: A Comprehensive Guide

Setting up sensitivity labels is crucial for data security. Understanding these labels and their significance lays the foundation for robust data protection.

Understanding Sensitivity Labels

Sensitivity labels are metadata tags applied to documents or emails to control access. They offer various functionalities like encryption, watermarking, and more.

Importance of Sensitivity Labels

Their role in securing sensitive information cannot be overstated. Effective labels ensure data confidentiality, integrity, and availability.

Types of Sensitive Information

Diverse data categories exist, from financial details to personally identifiable information (PII). Identifying the type of information is pivotal.

Creating Your First Label

Initiate the process by crafting the label itself, defining its functionalities, such as applying headers, footers, watermarks, or encryption.

Label Policy and Targeting

Understanding label policies and their role in targeting users, groups, or sites ensures the right data protections are applied to the right content.

Targeting Users/Groups/Sites

Delve into the process of applying labels to designated users, groups, or sites, ensuring comprehensive coverage.

Publishing Labels

Implementing labels across the organization requires a strategic and careful approach to ensure seamless integration and functionality.

Label Management and Updates

Maintenance and updates are crucial in ensuring label efficiency and relevance over time, avoiding obsolescence or security gaps.

Setting up your first label involves a comprehensive understanding of sensitivity labels, meticulous planning, and strategic implementation. Prioritize data security through effective label deployment and management.

How to Create and Define Sensitivity Labels in Microsoft Purview

Here, we’ll delve into the meticulous process of creating and defining these labels, empowering you to safeguard your data effectively.

Step 1: Navigating to the Compliance Centre

To initiate the creation process, begin by accessing the Compliance Centre within Microsoft Purview. Navigate through Information Protection and proceed to ‘Create New Label.’



Step 2: Crafting Label Details and Description

Once within the ‘Create New Label’ section, meticulous attention to detail becomes paramount. Begin by entering fundamental information and crafting a descriptive overview for the label. Enter the fundamental information input, including Label Name, Display Name, Priority, and the comprehensive Description for both users and administrators, forms the crux of this phase.



Understanding Label Scope and Configuration in Microsoft 365

These labels not only determine the parameters for data sensitivity but also dictate where and how these settings will be visible to users across diverse Microsoft 365 containers.

Configuring diverse sensitivity label configurations within the Microsoft 365 compliance centre is paramount in today’s data-driven landscape. Understanding and leveraging the label scope functionalities – Files & Emails, Groups & Sites, and Azure Purview Assets – empower organizations to fortify data security across various levels and containers.

Exploring Label Scope

The label scope embodies the essence of sensitivity labels within Microsoft 365. It holds the key to two critical elements:

1. Configurable Label Settings: The label scope determines which settings can be configured within a given label, defining the breadth of its protective capabilities.
2. Visibility to Users: It also governs where the sensitivity label will be visible to users, ensuring the seamless application of data protection measures.



Configuration Options

Microsoft 365 offers various configuration scopes catering to distinct needs:

Files & Emails Scope

The foundational scope, “Files & Emails,” serves as the bedrock of sensitivity labels. It encompasses settings to encrypt, mark, and protect labelled emails and Office files. This scope, selected by default, empowers users to configure encryption and content marking for documents and emails effortlessly.

Interestingly, no additional licensing is required to configure settings within the “Files & Emails” scope, making it easily accessible to users by default.

Files & Emails Scope Functionality: This scope primarily deals with encrypting and content marking for documents and emails, aligning with the traditional perception of sensitivity labels. By selecting the “Files & Emails” scope, users gain access to configuration settings that protect emails and documents effortlessly.

Groups & Sites Scope

Expanding beyond document and email protection, the “Groups & Sites” scope introduces a broader canvas for sensitivity labels. It allows configuration to safeguard content within Microsoft Teams sites, Microsoft 365 groups, and SharePoint Online sites.

This scope presents a distinct facet by enabling protection settings at the container level. However, it necessitates the activation of capability before configuring protection settings for groups and sites. Once enabled, this scope is also selected by default, enhancing the security umbrella across these containers.

Functionality of Groups & Sites Scope: In contrast, the “Groups & Sites” scope extends beyond individual documents or emails, focusing on the protection of containers such as Teams sites, Microsoft 365 groups, and SharePoint Online sites. The protection settings at this level include defining privacy (public or private) for team sites and groups, regulating external user access, managing access from unmanaged devices, and enabling external sharing from SharePoint sites (in preview).

Azure Purview Assets Scope

For a more comprehensive data security approach, the “Azure Purview Assets” scope steps into the picture. It extends sensitivity labels to assets within Azure Purview, encompassing SQL columns, files in Azure Blob Storage, and more. Once this feature is enabled, this scope, too, becomes the default selection for your tenant, fortifying security measures across diverse assets within Azure.

Securing Labelled Items: Customizing Encryption and Content Marking Settings

The intricacies of data protection involve not only encryption but also content marking settings. Understanding and customizing these aspects is crucial to ensure robust security measures within organizations.



Click the next button to proceed to the next page,



Configuring Encryption Settings

On the Encryption page, configuring sensitivity labels enables tailored protection. Two primary options present themselves:

1. Assign Permissions Now: This empowers administrators to precisely designate user permissions for labelled content, offering meticulous control over access.
2. User-Assigned Permissions: Opting for this allows users themselves to assign permissions when applying labels, fostering flexibility in collaboration while maintaining security protocols.

Assigning permissions to specific users or groups adds granularity to security measures. By individually designating permissions for labelled content, organizations fortify their data against unauthorized access.



Content Marking Settings

Upon reaching the content marking page, three key options come into view:

1. Adding a Watermark: This embeds a visible layer of identification, reinforcing the ownership and sensitivity of the content.
2. Including a Header: A content header provides contextual information and further enhances content identification.
3. Appending a Footer: Similarly, a footer complements the content by offering additional identification and context.



Protection Settings for Groups and Sites: Managing Access and Privacy

In today’s digital landscape, safeguarding sensitive information within collaborative platforms like Microsoft Teams and group sites is paramount. The control over access levels and privacy settings becomes crucial to ensure data integrity and confidentiality. Let’s delve into the intricate details of configuring protection settings for groups and sites, specifically focusing on privacy and external user access, as well as external sharing and conditional access settings. Select the ones that you want to configure the settings:

• Privacy and external user access settings
• External sharing and conditional access settings



Understanding Privacy and External User Access Settings

Configuring Access Levels

When applying settings to groups, Microsoft Teams, or sites, administrators encounter pivotal decisions regarding access levels. The chosen settings significantly influence who can view, edit, and manage content within these collaborative spaces. The three primary options include:

1. Public Access
2. Private Access
3. None (Customizable Access)



Managing Guest Access

Another pivotal aspect of privacy settings involves enabling or disabling group owners’ capability to add external users as guests. This feature, when enabled, permits external collaborators to access specific teams, sites, or groups based on predefined permissions. Administrators must weigh the necessity of external contributions against the risks associated with granting guest access.

External Sharing and Conditional Access Settings

Mitigating Risks through External Sharing Controls

Admins possess the authority to regulate external sharing of content and resources associated with labelled teams and sites. By defining stringent external sharing settings, organizations can fortify their defences against data leaks or unauthorized access.

Conditional Access: Strengthening Security Measures

Conditional access settings act as an additional layer of defence, implementing specific criteria for accessing sensitive information. By establishing conditions such as device compliance, location, or user roles, administrators bolster the security posture of collaborative platforms.



Enhancing SharePoint Security: Control and Protect Access Options

The next page presents two crucial options, each holding the power to fortify SharePoint sites: Controlling External Sharing and Leveraging Azure AD Conditional Access.

Understanding Control External Sharing from Labelled SharePoint Sites

Configuring External Sharing Settings

SharePoint administrators wield significant control over data sharing by configuring external sharing settings. This feature empowers them to dictate how content from labelled sites is shared with external entities. By opting for this setting, administrators can meticulously manage and monitor data accessibility beyond organizational boundaries.

Configurable Replacements for Existing Settings

The allure of this option lies in its ability to supplant existing sharing settings seamlessly. By configuring settings at the site level, administrators can override previous configurations, ensuring a more streamlined and secure sharing process.

Implications of Enabling Control External Sharing

Enabling this feature furnishes an added layer of control over data dispersion. It allows for a structured sharing environment, mitigating the risks associated with unauthorized external access while promoting seamless collaboration among permitted stakeholders.

Utilizing Azure AD Conditional Access for Enhanced Protection

Restricting Access from Unmanaged Devices

In a dynamic workspace, user devices vary in terms of management and security protocols. Leveraging Azure AD Conditional Access enables administrators to enforce restrictions on access from unmanaged devices, curbing potential security vulnerabilities stemming from these endpoints.

Authentication Context Configuration

One of the pivotal aspects of this option is the ability to configure authentication contexts. By setting stringent authentication parameters, administrators can elevate the security posture of labelled SharePoint sites, ensuring that access is only granted under specified and verified contexts.



Guide: Publishing Sensitivity Labels for Organizational Access

To commence this procedure, start by returning to the labels tab within the information protection settings housed in the Microsoft Purview Compliance portal. Here, the initial step involves selecting the specific sensitivity label intended for wider accessibility.

Once the intended label is identified, the subsequent action involves clicking on the conspicuous “publish label” button, conveniently located in the right panel of the interface. This simple act initiates a wizard-like process for creating a sensitivity policy. It’s worth noting that this wizard mirrors the one experienced when generating a policy from the label policy tab, with the distinction that, in this instance, a sensitivity label is pre-selected.





To advance to the following page, simply click on the “Next” button.



The selection of admin units plays a pivotal role. These admin units operate as the linchpin in restricting policies to specific user groups, significantly influencing subsequent location options. Understanding the nuances and functionalities of admin units is crucial for optimizing policy management within the Microsoft Entra ID ecosystem.



The upcoming page provides the option to define the users and groups targeted by the policy.

By default, it encompasses all users and groups. However, you have the ability to select particular users or groups by clicking the “choose user or group” link.

The Following Section: Policy Settings for Enhanced User Control

The upcoming policy settings delineate a spectrum of choices, allowing administrators to configure the system to align with organizational data security needs.

The Power of Choice: Exploring Policy Settings:

Enabling User Justification for Label Alteration

Granting users, the ability to provide justifications for label adjustments is a strategic move. By allowing users to articulate reasons for label modification or classification reduction, it fosters accountability while maintaining flexibility. This empowers users to engage responsibly with sensitive data, balancing their needs with organizational security protocols.

Mandating Sensitivity Labels for Email and Document Handling

One powerful setting involves enforcing sensitivity labels before sending unmarked emails or saving sensitive documents. This proactive measure ensures that crucial information is appropriately labelled, minimizing inadvertent data exposure. By mandating label application, users become conscious custodians of sensitive data, fortifying organizational data security.

Extending Sensitivity Labelling to Power BI Content

Incorporating sensitivity label requirements for unclassified Power BI content amplifies data protection strategies. With this setting, unlabelled Power BI content is no longer overlooked. Users are prompted to apply sensitivity labels, fortifying the integrity and confidentiality of insights gleaned from such data.

Custom Help Pages: Empowering Users with Guidance

The provision to showcase a custom help page offers invaluable guidance. Administrators can curate informative resources tailored to assist users in navigating sensitivity label application seamlessly. This fosters user proficiency and understanding, elevating the efficacy of data security practices within the organization.



Default Label Assignment across Platforms

The subsequent pages usher administrators into assigning default labels across a diverse spectrum, covering documents, emails, meetings, sites, groups, and Power BI. This pivotal step streamlines the process, ensuring uniformity and adherence to organizational data classification standards.



Examine and finalize the policy

Following this step, you’ll be prompted to name your new label policy. You have the option to include a description, although it’s entirely up to you; you can choose to leave it empty. After creating your initial sensitivity label, you’ll have the opportunity to review all aspects of the new policy. Once you’ve confirmed all the settings and particulars, proceed by clicking the submit button to complete the process.



Overview

Sensitivity labels are the modern shield for your organization’s data. They fortify your information against threats while nurturing a culture of responsible data handling. With seamless collaboration and robust protection, they ensure sensitive information stays safeguarded. Embrace sensitivity labels to proactively defend your data against evolving risks while fostering a secure, collaborative work environment.

In today’s digital age, the volume of electronic data produced by individuals and organizations has skyrocketed. With this exponential growth comes the necessity for efficient and comprehensive methods to manage, store, and retrieve this data. Enter eDiscovery, a critical process, especially within Microsoft’s purview, providing a robust framework for handling electronic information for legal, compliance, and investigatory purposes.

Understanding eDiscovery in Microsoft Purview

Understanding eDiscovery

Electronic Discovery, commonly referred to as eDiscovery, encompasses the identification, collection, preservation, review, and production of electronically stored information (ESI). In Microsoft’s realm, eDiscovery revolves around leveraging the tech giant’s tools and platforms to streamline this process.

What Can You Discover?

Microsoft Purview’s eDiscovery tools enable the exploration of several repositories, including Exchange Online, SharePoint Online, OneDrive for Business, Microsoft Teams, Microsoft 365 Groups, and even Yammer teams. The versatility of these tools allows for comprehensive searches across mailboxes and sites within a single eDiscovery search.

Leveraging Microsoft Purview eDiscovery (Standard)

For organizations utilizing Office 365 E5 or Microsoft 365 E5 subscriptions (or related E5 add-ons), the capabilities are further amplified with Microsoft Purview eDiscovery (Premium). However, even with the standard version, organizations can identify, hold, and export content discovered within mailboxes and sites.

Why You Need eDiscovery in Microsoft’s Sphere

1. Streamlined Data Management

With the sheer abundance of electronic data, efficient management becomes a cornerstone of operational success. eDiscovery tools in Microsoft’s domain offer streamlined approaches to manage, sort, and retrieve data, enhancing overall productivity.

2. Enhanced Efficiency and Cost Savings

Implementing eDiscovery methodologies within Microsoft’s framework leads to increased efficiency in handling legal matters, thereby reducing the time and costs associated with traditional manual data review processes.

3. Proactive Risk Management

By embracing eDiscovery within the Microsoft ecosystem, organizations proactively manage risks associated with data breaches, ensuring compliance, and safeguarding sensitive information.

Microsoft Purview eDiscovery (Standard) Workflow

Understanding the workflow is crucial to effectively utilize the eDiscovery (Standard) features. The process typically involves:

1. Creation of eDiscovery Holds

Upon initiating a case, the first step is placing an eDiscovery hold on content locations relevant to the investigation. These content locations encompass Exchange mailboxes, SharePoint sites, OneDrive accounts, as well as the mailboxes and sites linked with Microsoft Teams and Microsoft 365 Groups.

2. Association of Searches and Exports with a Case

An integral aspect of the workflow is associating searches and exports with a specific case. This categorization streamlines the process, ensuring a clear linkage between the investigation and the obtained data.

3. Placing eDiscovery Holds

Organizations must initiate eDiscovery holds for individuals of interest, scour relevant content, and subsequently export this data for further scrutiny.

The eDiscovery (Standard) workflow

It is a structured process designed to assist organizations in utilizing eDiscovery tools effectively once a case has been created. Here’s an overview of the key steps involved:

(Standard Workflow for eDiscovery)

Step 1: Create an eDiscovery Hold

After initiating a case, the initial step involves placing an eDiscovery hold on content locations associated with individuals under investigation. These locations encompass Exchange mailboxes, SharePoint sites, OneDrive accounts, as well as mailboxes and sites linked to Microsoft Teams and Microsoft 365 Groups.

The eDiscovery hold serves to preserve potentially relevant content throughout the investigation. Organizations have two options:

Preserve All Content in Specific Locations: This comprehensive approach retains all data within predefined locations.

Create Query-Based Holds: A more targeted strategy, preserving content that aligns with specific queries or criteria.

Beyond content preservation, eDiscovery holds streamline subsequent searches by allowing swift access to held content locations.

Step 2: Search for Content

Post-establishing eDiscovery holds, organizations leverage the in-built search tool to explore held content locations. Additionally, they can extend their search to other content repositories to locate data pertinent to the case.

Organizations have the flexibility to run varied searches associated with the case, utilizing keywords, properties, and conditions to tailor search queries. These queries generate results comprising the most relevant data for the investigation.

Further functionalities within this step include:

Viewing Search Statistics: Utilized to refine search queries and narrow down results for precision.

Previewing Search Results: Allows quick verification of the relevance of retrieved data.

Iterative Query Revision: Enables adjustments to search queries and subsequent reruns for thorough data retrieval.

Step 3: Export and Download Search Results

Upon identifying relevant data through searches, organizations proceed to export these findings out of Microsoft 365 for external review. This process involves two essential steps:

• Exporting Search Results: Copying the search results to a designated Azure Storage location provided by Microsoft.
• Downloading the Export Package: Utilizing the eDiscovery Export tool to download the content, including exported data files, export reports, summary reports, and error reports, to a local computer.

The comprehensive export package enables external parties to review the findings beyond the investigation team.

The eDiscovery (Standard) workflow thus encompasses strategic content preservation, meticulous search methodologies, and efficient data exporting, ensuring a comprehensive and structured investigative process.

Process to Start Creating eDiscovery Case in Microsoft Purview

Microsoft Purview simplifies eDiscovery processes by streamlining the steps involved in creating an eDiscovery case. Below is a comprehensive guide detailing each step for initiating an eDiscovery case within Microsoft Purview.

Step 1: Accessing eDiscovery in Microsoft Purview

To begin, access eDiscovery by navigating to Microsoft Purview > eDiscovery (Standard).

(Accessing eDiscovery in Microsoft Purview)

Step 2: Creating a New eDiscovery Case

Once in the eDiscovery section, click on “Create a case” to initiate a new eDiscovery case.

(Create eDiscovery case)

Step 3: Naming and Describing the eDiscovery Case

Upon clicking “Create a case,” provide an appropriate name and description for the case. Ensure to save the information.

Step 4: Accessing the eDiscovery Case

After creating the eDiscovery case, click on the case name to access it and proceed further.

(eDiscovery case has been created)

Step 5: Assigning Permissions

The initial step post-case creation involves assigning permissions to specific groups and users. Navigate to the settings tab and select “Access & permission.” Choose the desired users and groups for accessing the eDiscovery case.

(Accessing Permission Tab)

(Assigning eDiscovery case Permission to Users and Groups)

Step 6: Holding Locations

The subsequent step is to hold specific locations within the case. Click on the “Hold” tab, name the hold, provide a description, and save it. Select the locations to apply the hold, including/excluding as necessary.

(Accessing Hold tab in eDiscovery)

(Creating Hold for eDiscovery case)

Step 7: Creating Queries

Utilize the Search query builder to create queries that identify desired locations for search and applying holds. Add keywords and conditions using the builder, including multiple keywords and predefined conditions.

(You can enter multiple keywords in the Query)

(Add Predefined conditions in the search)

Step 8: Reviewing and Submitting the Hold

Review the settings chosen for the hold and submit the final configuration.

(Review your Hold settings)

Step 9: Content Search for eDiscovery Case

Navigate to the “Searches” tab to conduct content searches for the eDiscovery case.

(Accessing the Search Tab)

Step 10: Defining Search Conditions

Create a new search case with a name and description. Select the desired locations for content search, defining search conditions, query language, and country/region preferences.

(Create search for eDiscovery case)

(Select the specific location for search case)

(Enter the Keyword in the Query for search case)

Step 11: Reviewing and Starting the Search

Review the search settings and initiate the search. The status will change from “started” to “complete” upon search completion.

(Review your search settings before creating it)

(Search status for content search case)

Step 12: Reviewing Search Results

Post-search completion, a detailed summary showcasing information like item count, location, size, condition reports, and top locations will be available.

(Search Summary and Status for completed status)

Step 13: Generating Reports

Generate reports through the graphical visualization of search statistics, including CSV format reports for item counts, locations, and conditions.

(Search Statistic results)

(Export Search results)

(In Exports tab you can see the exported reports)

Step 14: Closing or Deleting the Case

If necessary, close or delete the eDiscovery case by accessing the settings tab and selecting the desired action from the available options.

(Refer Close/Delete case)

Upgrading eDiscovery Case

Consider moving the eDiscovery case from the standard version to the premium version if needed. (If you are dealing with complex data challenges, legal intricacies, and heightened compliance requirements, providing a comprehensive suite of tools to navigate the evolving landscape of data management seamlessly.)

(Move case to eDiscovery case from eDiscovery Standard to eDiscovery premium)

Conclusion

Navigating the eDiscovery process within Microsoft Purview involves a systematic approach, starting from case creation to content search and report generation. By following these outlined steps, users can effectively manage eDiscovery cases, ensuring thorough and precise investigations.