Labelling your documents using the GDPR Bar

Labelling your documents using the GDPR Bar

As an Atom IT supported school that has opted for the EMS solution you now have a new button and toolbar in your standard Microsoft Office products.

The new ‘Protect’ padlock icon will appear as long as you are using at least Office 2013 and you are logged into Office using your 365 credentials (school email address).

 Before labelling any documents you must ensure that you logged into Office with your 365 credentials (your school email address). To make sure you are logged in simply click File > Account and ‘switch account’ to your school email address account if it isn’t shown. 

 

To help with the classification and encryption of data we have tried to make the labels as intuitive as possible. Guidance can be viewed by hovering over the labels:

Personal

Data for personal use. Nothing to do with school. This data is unencrypted.

Standard Documents  РNot Encrypted

Lesson plans, worksheets, newsletters, anything not containing personal data. Documents can be modified, copied and printed. All staff, students and external recipients can access the files on any device.

Confidential Documents – Encrypted

This label has sub labels with differing levels of rights permissions. All files are encrypted and can only be opened by staff within the school. If you wish to email a confidential document to an external person then set the label to ‘Email’ or ‘Standard’ and send the email using the encryption feature. After you have sent the email you can set the label back to one of the confidential options.

  • School Staff – Full access
    Internal school staff have full access to edit, copy and print document.
    The document cannot be emailed to external users.
    The document is encrypted.
  • School Staff – Cannot copy or print
    Internal school staff can only amend the document, they cannot copy or print the document.
    The document cannot be emailed to external users.
    The document is encrypted.
  • School staff – View only
    Internal school staff can only view the document. They cannot amend, copy or print the document.
    The document cannot be emailed to external users.
    The document is encrypted.

Emails

This label DOES NOT encrypt emails – but offers instructions on what to do.

To Encrypt emails in Outlook:
Place the word [encrypt] at the end of the subject line, include the square brackets. This will encrpyt your email and send instructions to your recipient on how to unencrypt. If you do not wish your recipient to be able to forward, print or copy your email use the ‘Do Not Forward’ button on the toolbar.

If you are using OWA (Outlook through a web browser). Then use the new button ‘Protect’ and choose ‘Encrypt’ or ‘Do Not Forward’ as required.

You can also use this label for a document that needs to be sent within an encrypted email – using the methods above. Remember to set your documents back to confidential once emailed.

Amending labels

You will find that as you change labels on documents you will sometimes be asked to enter a reason. This is to form an audit trail when documents are changed from confidential to un-confidential. It is important that full descriptive text is entered whenever prompted.

Viewing documents labelled confidential

The encryption features of Office 365 require that any document labelled as confidential can only be viewed within the full Microsoft Office product i.e. confidential documents cannot be viewed in Word Online but only in the full version of Microsoft Word.

Bulk changing labels

If you wish to change or apply labels to multiple documents with File Explorer then see the ‘Bulk amending labels within File Explorer‘ post.