Ever noticed a shield icon next to your document's name in UW's Office 365 apps? That's the spot for a sensitivity label, which helps protect data by setting sharing limits and security controls. Understanding these labels ensures private information stays safe and the University remains in compliance with external laws and policies.
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At the University of Washington, we classify documents into four levels based on how private or public the data that they contain is. This is called the UW Data Classification Scheme. The higher the level, the stronger the protections.
When you click on the sensitivity label shield icon, you'll see a list of four to six options. This includes the four sensitivity labels based on the UW Data Classification Scheme. Use the drop downs in this section to learn more about each level of sensitivity labels available and what type of data each level includes.
Most sensitive category of data. If shared improperly, it could cause serious harm to individuals or the University. Laws like HIPAA and federal export control regulations strictly regulate this data.
Examples: Health records protected under HIPAA, FAFSA data, research data from federally controlled sources
Sensitive data that can only be accessed by specific people, like staff or department members. Improper sharing can lead to legal or reputational damage.
Examples: Employee home addresses, library borrowing history, test questions for licensing exams
Not for public access but commonly shared within the University. No legal restrictions, but it should still be handled with care.
Examples: Drafted policies, internal presentations, documents behind UW NetID login
Public data that anyone can access and share freely.
Examples: UW website content, open-access research, press releases
Starting April 22, 2025, UW's system will begin automatically labeling most documents stored in SharePoint and OneDrive (not those stored just on UW files servers or your computer). This automated system scans a document's content and assigns the most appropriate sensitivity label based on UW's Data Classification Scheme.
If a document is labeled incorrectly, you can update it:
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If you're unsure about which label is the best choice, hover over the options for a brief explanation. If a document contains multiple sensitivity levels, always choose the highest one. For example, a file with both Social Security numbers (Level 4) and library borrowing history (Level 3) should be labeled Level 4.
Once you change a label, the automated system won't override your update. If you're lowering a label level, you'll also see a pop-up asking for a reason for the change. Providing this feedback helps improve the automated labeling system.
Sensitivity labels protect your data by controlling who can access and share it. Higher-level labels have stricter sharing limits to ensure information is handled securely and in line with laws and policies.
You can manually update the label by clicking the shield icon and selecting the correct sensitivity label level. The automated system won't override your change. Providing a reason for your change when prompted helps UW improve the labeling system over time.
Keeping data secure is a shared responsibility. By understanding sensitivity labels, you help protect privacy and ensure UW meets its legal and ethical responsibilities.