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Governance: 

By applying consistent labels, WSU can gain insight into what type of data we possess, how it is used and where it is stored. This will help stakeholders make decisions about data handling, access controls and data lifecycle management. 

Risk: 

Labeling helps identify and prioritize sensitive information for protection and access control. Limiting unauthorized access and assisting with data loss prevention. 

Compliance: 

Document labeling supports compliance efforts by ensuring that sensitive information is handled in accordance with applicable laws, regulations and standards such as FERPA, HIPPA, ITAR, PCI-DSS  among others. 

Technical Requirements 

• WSU connected device or application (i.e. Outlook for mobile) 

• Microsoft Office 2019 or later 

 

WSU PUBLIC 

WSU data that specifically prepared and approved for public consumption. 

 

Examples: 

• Press release 

• Job Postings 

• Information on publicly available websites 

 

WSU PRIVATE 

WSU Private Data is intended only for internal University business use with access restricted to a specific workgroup, department, group of individuals, or affiliates with a legitimate need to use or access the data. 

Examples: 

• Department intranet 

• Personally identifiable information (PII) 

• FERPA 

 

WSU RESTRICTED 

WSU Restricted Data is highly sensitive data intended for limited, specific use by a workgroup, department, or group of individuals with a legitimate need to use or access the data. Explicit authorization by the Data Custodian is required for access because of legal, contractual, privacy, or other constraints. 

Examples: 

• Medical Records 

• Controlled Unclassified Information (CUI) 

• Credit Card Numbers 

 

WSU PROPRIETARY 

Proprietary Data is either (1) University Data provided to a third party or (2) third-party data created, received, and/or maintained by the University on behalf of a third party such as an individual, corporation, or government agency. Proprietary Data will vary depending on contractual agreements and/or relevant laws or regulations. 

Examples: 

• Research Data 

• In Microsoft Office documents, the Sensitivity button is located in the 鈥楬ome鈥� tab of the Ribbon on the upper right section. 

 

 

 

 

 

 

 

• From here, you will be able to select the appropriate label for the document. In this case, WSU PRIVATE. 

 

 

 

 

 

 

 

  

• Selecting labels from WSU PRIVATE and above will automatically mark the document or e-mail with that label鈥檚 header and footer.  

 

 

 

 

 

 

 

Visual Difference 

Encrypted labels will show a 鈥榩adlock鈥� symbol in front of the Shield logo beside the label name.  

 

 

External Email Recipients 

Users who receive an encrypted email outside of our organization will be prompted to log into a portal in order to view the email. 

 

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For the majority of document labeling, all that is needed is to determine the type of data in the document and then select the appropriate label. 

Thank you for helping make WSU data secure and compliant.