User Instructions for Applying Sensitivity Labels at Vantage Apparel
-------------- General instructions ----------------
Introduction to Sensitivity Labels
At Vantage Apparel, we are committed to safeguarding our sensitive information. Sensitivity labels help us classify and protect our data based on its content and the level of confidentiality required. It's crucial that each of us understands how and why to use these labels to ensure that our information is shared securely and only with the intended recipients.
Types of Sensitivity Labels
- Confidential PCI : For information containing credit card numbers, Social Security, DL numbers, (count >1) . This label is applied automatically but be mindful of the information you handle that may require this level of confidentiality. Data is available online to authenticated users.
- Confidential : Apply this label for sensitive business information that should only be accessed by specific individuals. This label needs to be applied manually.
- Internal Use Only : For information that is not confidential but is intended for Vantage Apparel employees only. This label doesn't encrypt the document but marks it as internal. Only signed in @vantageapparel.com users can open it. Sales reps who only have emails forwarded cannot open it.
- Public : For information that can be shared openly with no restrictions.
Why Use Sensitivity Labels?
- Protect Sensitive Information : Labels help in keeping our financial and personal information secure.
- Compliance : Ensures we adhere to data protection laws and regulations.
- Control Access : Prevents unauthorized sharing and access to sensitive information.
How to Apply Sensitivity Labels
1. In Microsoft 365 Apps (Word, Excel, PowerPoint, etc.) :
- Open your document or email.
- Click on the `Home` tab.
- Find the `Sensitivity` button in the toolbar.
- Choose the appropriate label (e.g., Confidential, Internal Use Only) for your document or email.
2. In Outlook (Desktop and Mobile) :
- When composing an email, look for the `Sensitivity` button in the options menu.
- Select the appropriate label for your email before sending.
3. On Mobile Devices :
- In Office apps and Outlook on your mobile device, the process is similar to the desktop version. Open the app, create or edit your document/email, and apply the sensitivity label before saving or sending.
Best Practices
- Always Classify : Before sharing any document or email, classify it by applying the appropriate sensitivity label.
- Err on the Side of Caution : If unsure about the appropriate label, choose the higher level of confidentiality or consult with your manager.
- Training and Resources : Utilize the training materials and resources provided by the IT department to familiarize yourself with the sensitivity labels and their usage.
Conclusion
Applying the correct sensitivity labels is a critical step in protecting our information and ensuring it is handled appropriately. If you have questions or need further clarification on using sensitivity labels, please contact the IT department.
Let's all contribute to a secure and efficient work environment at Vantage Apparel by correctly using sensitivity labels.
Illustration of confidential email in the Front App – The recipient needs to logon to Outlook Web App to open it.
Vantage Confidential email on the phone outlook app. Cannot forward or screen capture it.
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