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Classify documents directly in Office


I wrote 6 weeks ago about an online conference where I gave aa technical speech. The speech was about adoption to the GDPR(EUs dataprivacy legislation) using Microsoft Cloud. Today I showed how the central configuration of classification is done in Microsoft Azure. Today I will show how the user can easily perform the classification from Microsoft Office.

The feature is available in 3 versions that have different features available in each version.

Azure Rights management is part of the Office 365 Enterprise versions E3-E5, for others it can be added with the 2 versions below.
Azure Information Protection Premium P1 is a part of Enterprise Mobility + Security (EMS) or can be purchased separately.
Azure Information Protection Premium P2 is a part of Secure Productive Enterprise (SPE) or can be purchased separately.

For the 2 later once your administrator can install the Azure Information Protection Client with Microsoft Office. With the client you can with version P1 manually classify documents and with P2 the classification can be automatic based on central configuration rules. Once the document is classified the label is attached and be seen by any recipient. With a combination of rules configured centrally the document can be blocked from leaving the organisation by email.

For the user to manually set the label is an easy task when the client is installed, the labels are available below the ribbon bar in Office, an icon for the Azure Information Protection is also added to the ribbon bar as shown above in the picture it is the icon with a lock and the text below is ”Skydda”, the Swedish word for protect.

The two versions of Azure Information Protection have several advantages over the features available with Office 365 E3-E5.

  • The documents can be tracked if you email them outside of the organisation and even be revoked access.
  • With a gateway even on-premise servers(not in the cloud) can be a part of Azure Information Protection.

With the Azure Information protection client Premium P2 your organisation do not have to store the encryption key in the cloud. Micrsoft calls it BYOK(Bring Your Own Key).

Why do you need the feature in your organisation?

With the passed new legislation GDPR it will be a lot easier for your staff to keep the data privacy on the level that is decided in your organisation. It will be one more step when saving the document or sending the email. In order to make this work you have to inform your users by setting up trainings for your users regularly, and of course keep track of what issues your helpdesk staff experience when assisting users.

The decided strategy and how you label your documents is a part you have to perform in the work to adopt your organisation to GDPR. You have to start now as the amount of work and planning will keep you busy during the first half of or even the whole next year.

We at NetIntegrate are in the planning process of setting up webinars, seminars and trainings for 2017, come back to our website for more information.

You can also follow us on twitter @netintegrate and myself at @ovebri or connect with me on Linkedin.