The Importance of Document Classification Software0

Do Your Data Protection Policies Go Far Enough?

In order for your business to retain its integrity and customer trust, you need to implement data loss prevention strategies which will ensure that information is safeguarded and any risks to data loss are promptly pinpointed and addressed. Document classification software is one way in which organizations strive to secure both corporate and client information.

A key element within data loss prevention is data classification; this is a concept which involves categorizing files in accordance with their contents. With document classification software, it can be easily integrated into existing systems such as Outlook (message/email classification). Provided that employees are trained correctly in its use, the data classification can be undertaken by staff at all levels across your business. Many of the issues which surround data loss are caused primarily because employees are unaware of the contents of particular files and inadvertently release sensitive data into the public domain. The implementation of document classification software enables files to be clearly marked outlining the level of data sensitivity so employees are fully aware of the information they are handling on a day to day basis.

successful dlp deploymentAlthough your business may have comprehensive policies in place for data protection, how far do these go when considering electronic documentation? More often than not, information handled on a computer is not treated with the same levels of confidentiality as it is when it is a paper or hard copy.  Data classification eliminates the potential risks to data loss and enforces specific policies on data use and distribution.

There are many different ways in which a document classification policy can prevent the loss of information including screening emails to prevent sensitive information being distributed to the wrong people, ensuring that files are allocated the correct level of classification and enforcing high level classification for sensitive data such as client details or corporate information.

In order for electronic data to be handled correctly and adhere to strict data protection policies, information needs to be correctly organized to enable software to identify levels of sensitivity through the location of the file or folder or it must be ‘tagged’ with metadata which provides the software with instructions relating to the sensitivity of the information.

Once employees have been trained on document classification issues they will become able to quickly recognize assigned document labels and identify the level of sensitivity. This increased awareness ensures that files will be handled correctly and will draw attention to the consequences of non compliance with information security policies, helping reduce the risk of inadvertent data loss.

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