Data Classification
Data classification is the process of
organizing data into
categories that make it is easy to retrieve, sort and store for future use.
A
well-planned data classification system makes essential data easy to find and
retrieve.
Data
classification is the
process of organizing structured and unstructured data into defined categories
that represent different types of data. Standard classifications used in
data categorization include:
·
Public
·
Confidential
·
Sensitive
·
Personal
Sensitive data is a general term representing data
restricted to use by specific people or groups. Sensitive and confidential data
are often used interchangeably. Examples of sensitive data include intellectual
property and trade secrets.
Data Classification
is a data organization process into various categories that helps with both
protection and general usage of such data. The very purpose of a classification
process is to make your data easily locatable and retrievable without needing
to interrogate it again. There are three main fields that rely heavily on a
data classification as a process:
·
Data security;
·
Risk
management;
·
Compliance.
As the
definition suggests, data classification is all about making data easy to find
and track via the tagging process (i.e., within metadata properties). The same
process also includes finding out and deleting data duplicates to save both
storage costs and backup time. The entire data classification process may sound
complicated, but it still has to be properly understood by organization’s
leaders to make correct data-related decisions.
Data classification is an approach to
identifying, protecting and managing information which has
rapidly become best practice. Implemented as part of a layered security
strategy, it enables an enterprise to defend itself against a variety of
threats – from aggressive outsiders to untrained or well-meaning insiders
– while unlocking the full potential of its data to drive innovation and
productivity. At its simplest level, data classification is “the process of organising
data into categories for its most effective and efficient use”.
Purpose of data
classification
On
top of making data easier to locate and retrieve, a carefully planned data
classification system also makes essential data easy to manipulate and track.
Confidentiality. A
classification system that values confidentiality above other attributes will
mostly focus on security measures, including user permissions and encryption.
Integrity
of data. A system that focuses on data integrity
will require more storage, user permissions and proper channels of access.
Availability of data. When
security and integrity do not need to be perfected, it is easiest to make data
more easily accessible to users.
Data
classification helps you understand what types of data
you store and where that data is located.
1. Informs
risk management, legal discovery and regulatory compliance processes
2. Helps
prioritize security measures
3. Improves
user productivity and decision-making by streamlining search and e-discovery
4. Reduces
data maintenance and storage costs by identifying duplicate and stale data
5.
Helps IT teams justify requests for investments in data security.
The primary
objectives of data classification are:
1. To
consolidate the volume of data in such a way that similarities and differences
can be quickly understood. Figures can consequently be ordered in sections with
common traits.
2. To aid
comparison.
3. To point
out the important characteristics of the data at a flash.
4. To give
importance to the prominent data collected while separating the optional
elements.
5. To allow a
statistical method of the materials gathered.
Importance of data
classification
Data classification is a way to be sure
that a company or organization is compliant with company, local or federal
guidelines for data handling and a way to improve and maximize data security.
Benefits of data
classification
Using
data classification helps organizations maintain the confidentiality, ease of
access and integrity of their data. It also helps to lower the danger of
unstructured sensitive information becoming vulnerable to hackers, and it saves
companies from steep data storage costs. Storing massive amounts of unorganized
data is expensive and could also be a liability.
More
broadly, data classification helps organizations improve data security and
ensure regulatory compliance.
Taking
a user-driven classification solution approach allows controls, rules and
policies to be consistently enforced throughout the organisation. It also
delivers additional benefits:
Use Metadata to Protect Critical Data
Through Its Journey
As
well as shielding the business from hacker activity, the classification of data
guards against accidental data loss from within the organisation. The metadata
tag directs the actions of other downstream enterprise security and data
management solutions – triggering rules so that, for example, an email gateway
will automatically encrypt any file marked Confidential, while a data loss
prevention (DLP) solution will block employees from uploading the file to a
cloud file share service. The approach also enhances the effectiveness of
security incident and event monitoring (SIEM) tools, allowing unusual and
potentially risky user behaviour to be detected early on. If a user is
consistently downgrading files from Confidential to Public, for example, or is
copying sensitive documents to a storage device, this will be flagged up. The
issue can then be addressed through training, disciplinary procedures or
strengthening of policy.
Meet Regulatory Requirements and
Demonstrate Compliance
Regulatory
violations can lead to crippling fines, huge post event clean-up costs in the
case of a breach and even criminal charges. Classifying data makes it easier
for a business to meet the data governance requirements of the Data Protection Act, the European General Data Protection Regulation (GDPR), the Sarbanes-Oxley Act, HIPAA and ITAR, for instance. The embedding of the classification label
as metadata within files allows an enterprise to audit exactly who is accessing
sensitive information, and keep a detailed trail of any policy violations or
unusual behaviour. In addition to enabling potential breaches to be rapidly
identified and addressed, this can be used to prove to the board, industry
bodies and regulators that information is being appropriately controlled and
documented.
User-driven Classification
The
implementation of a user-driven classification process helps to build a culture
of security awareness across the organisation. It puts the onus of protecting
data on everyone who handles it, ensuring that all employees understand the
value of the information they work with on a daily basis, and know how to treat
it. Data classification tools that incorporate the labelling of messages,
documents and files into employees’ routine work processes, meanwhile, will
help to drive the right behaviours.
Facilitate Safer Collaboration
Data
classification provides organisations with a means of building security into
the corporate culture in a way that fosters, rather than inhibits, the power
employees have to work in more productive and agile ways. Because the
protection travels with the individual pieces of data on their ‘journey’,
systems and databases can be safely integrated, and ideas and information
shared freely between people, without exposing data to unauthorised access or
use.
Manage and Use Data More Effectively
Before
you can make full use of your data you need to know what you’ve got and where
it is. The huge volume of unstructured data that organisations hold – such as
email messages, Word documents, PowerPoint decks, Excel files, images and
videos – make this increasingly difficult to get a grip on. Classifying data
makes it possible to establish exactly what is there, where it is stored, and
how valuable it is. It also helps the business to identify what can be archived
or deleted, and so avoid the high protection, storage and retention costs
associated with hoarding vast amounts of data.
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