How to improve the security of the Google Workspace corporate environment? The answer is data classification

In today’s world, companies generate and manage vast amounts of data every day. We share documents with colleagues or external organizations that contain data from essential information to critical confidential files. In some cases, the data can get out of control, leading to many problems. One effective strategy for collaborative data management is data classification.

In this article, we’ll look at data classification features in Google Workspace environments that can help us classify data at scale. Usage examples will also be provided. Before we do that, it’s important to understand why you need to classify data in the first place?

Why should we classify data?

Data classification is an important part of information management and protection in every modern organization, however companies may have different reasons for classification, let’s look at some of them.

Security and Compliance

When data is classified and categorized (eg based on privacy level), it is much easier to control. Companies can implement appropriate security measures for categories, for example, sensitive data such as customer credit card numbers may have higher security controls compared to less critical data. Categorization also helps to comply with various regulations such as GDPR, HIPAA and others that mandate strict handling and protection of sensitive information.

Data management and operational efficiency.

Classified data can be effectively managed – the end user can search for specific information based on its category or sensitivity, while the forensic team applies retention rules based on specific classification fields.

Companies can make better decisions when they identify patterns, when data is classified, audit capabilities help us learn more about how and what data is being used.

Risk reduction

Classification of data plays a crucial role in risk management. After determining what data is sensitive, companies can apply various security policies and measures to protect against data leakage or excessive sharing.

Data can be classified as a result of a data loss prevention action. When credentials are found, a rule can prevent users from taking certain actions, such as sharing a file outside of the company.

Data management

Effective data management is based on a structured approach to data management, where data classification is a fundamental element that ensures consistent application of data processing policies and procedures throughout the organization.

Google Workspace functions for data classification

In this section, we’ll explore the features you can use to classify data in Google Workspace environments, explore different use cases, and features that help administrators classify data at scale.

Google Drive tags

The main functionality of Google Workspace that allows users to categorize files is disk labels.

As administrators, we define classification labels to apply to files stored on Drive. The main purpose of tags is to store file metadata. They can be as simple as a single value tag to store department information, or they can have many structured fields that include selected items, dates, numbers, or categories – depending on your company’s needs.

Disk labels have various use cases, including:

• Classification of data according to information management strategy. By using a privacy label, we can restrict access to files marked as “Confidential” when the labels are used as conditions for DLP rules.
• Applying policies to elements. To meet compliance requirements, such as the processing of personally identifiable information, we may automatically flag documents or apply retention policies to flagged files.
• Improved search, making it easier for end users to find files using label fields.

Different types of classification

Companies classify data in different ways. Workspace offers flexibility in the application of classification, depending on the requirements we can use one or a combination of several different methods.

Manual classification

Labeled users can manually categorize files by applying an icon label or metadata label. Tags can help them find files in certain categories more easily and quickly. The end user may need to select an option for each new document. In such cases, he sees a notification banner.

Classification of DLP

Data loss prevention rules can automatically flag files on a drive based on results (such as identified identifying information). Workspace DLP offers a number of predefined content detectors and the ability to use custom detectors (e.g. based on regular expressions).

Default classification

Administrators can set policies to automatically label files created in specific departments. In this configuration, every newly created file is classified, for example, files belonging to finance teams are given sensitive labels by default. Such tags may be later adjusted by the end user if we allow.

Programmatics Classification

Drive Labels offers an API that can be used to classify data at scale. Customers use these APIs to bulk apply classification labels or integrate this functionality with third-party solutions.

Classification of artificial intelligence.

Customers using the Gemini Enterprise app and AI Security can take advantage of the AI ​​classification. This feature uses artificial intelligence to automatically flag sensitive content. The client goes through an initial training period where the AI ​​model is built and the organization’s criteria for content to be labeled are learned. AI Classification then classifies files in bulk for all licensed users (both new and existing files).

Example of use

This configuration example prevents end users from sharing documents classified as Confidential and Confidential outside the organization. Sensitivity labels can be applied manually, automatically, or as a result of DLP rule detection.

1. Go to Apps > Google Workspace > Drive and Docs > Labels > Manage Labels

2. Select “Badged label” and configure the desired parameters. In this example, we prompt end users to select the correct document privacy level. Once your label is ready, publish it and adjust permissions as needed in the right corner of the screen.

3. Once the label is ready, we can configure the data protection rule. Go to Rules, select Create Rule > Data protection.Name the rule and select the scope.

4. Select Google Drive under Applications.

5. In the condition fields, select the previously created disk labels and the field parameters that you want to restrict.

6. Choose an action to block external access. Define the importance and type of notifications. Save the rule.

7. To test the blocking mechanism, go to Google Docs, create a test document and apply the previously created test label.

8. When you try to share a document with an external recipient, you will be prevented by a DLP rule.

In summary, Google Workspace provides various data classification options to help organizations protect sensitive information and ensure regulatory compliance. By understanding the different classification labels and using the tools available, organizations can effectively manage and control access to their data.

Finally, remember that data classification is an ongoing process that requires regular review and updates to ensure ongoing protection. By leveraging the data classification capabilities of Google Workspace, organizations can protect their sensitive information, improve security, and maintain trust with their stakeholders.

Wise IT is the Google Cloud Partner of the Year in the Services CEE category! If you are interested in migrating to Google Workspace, Google Cloud or you want to optimize the existing infrastructure, contact our specialists and get prompt and competent support: