shortcutaub.ie/datalabel
Overview
Auburn University uses Microsoft Purview sensitivity labels to help protect university information and ensure data is handled according to the Auburn University Data Classification Policy. The labels make it easier for faculty, staff, and students to identify the appropriate level of protection for documents and email messages. The policy classifies data into three primary categories: Public, Operational, and Confidential.
When you apply a sensitivity label, Microsoft 365 can automatically apply protections such as encryption, access restrictions, content markings, and sharing controls to help ensure data is handled appropriately.
Auburn Sensitivity Labels
Public
Use for information intentionally made available to the general public.
Public data may be freely shared without potential harm to Auburn University or its affiliates.
When to Use
-
- Information intended for public release
- Publications and presentations shared externally
- Marketing and promotional content
- Public-facing training materials
- Public website content
Sharing Guidance
-
- Can be shared internally or externally without restrictions.
Operational
Use for routine university business information intended for internal Auburn use.
Operational data is not openly shared with the public but generally does not require the heightened protections associated with confidential information.
When to Use
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- Internal emails and memos
- Departmental procedures and documentation
- Internal project plans
- Meeting notes
- Budget and business planning documents
- Draft or unpublished work products
Sharing Guidance
-
- May be shared with authorized Auburn personnel.
- External sharing should only occur when appropriate for business purposes and approved by the data owner.
Confidential
Use for information that requires strict protection due to legal, regulatory, contractual, research, privacy, or security requirements.
Confidential data includes information where unauthorized disclosure could have a serious adverse impact on Auburn University, individuals, or affiliates. Examples include Social Security numbers, payment card data, protected health information, export-controlled information, non-directory student records, and certain protected research data.
Auburn uses two Confidential label variants:
Confidential / Internal-Access
For confidential information that will only be shared with Auburn users.
This label applies the strongest internal protections and is intended for sensitive information that does not need to leave the university.
When to Use
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- Internal personnel information
- Student records protected by FERPA
- Sensitive research data
- Security-related information
- Internal compliance documentation
- Protected health information
Sharing Guidance
-
- Share only with authorized Auburn users.
- Do not share externally. Using this label prevents external sharing.
Confidential / External-Access
For confidential information that must be shared outside Auburn University while remaining protected.
This label applies protections that allow authorized external recipients to access the content while maintaining security controls such as encryption and access restrictions.
When to Use
-
- Confidential documents shared with vendors
- Contracts requiring protected external distribution
- Collaborative research involving external partners
- Regulatory or compliance documents requiring external review
- Sensitive project documents shared with approved third parties
Sharing Guidance
-
- May be shared with authorized external recipients.
- Protection remains applied even after the file leaves Auburn-controlled systems.
- Only use when an external business need exists.
Applying Labels to Microsoft Office Files
Sensitivity labels can be applied in Microsoft Word, Excel, PowerPoint, and other Microsoft 365 applications.
Apply a Label to a Document
- Open the file.
- Select the Sensitivity button on the toolbar.
- Choose the appropriate Auburn label:
- Public
- Operational
- Confidential / Internal-Access
- Confidential / External-Access
- Save the document.
Choosing the Right Label
| If the document contains... | Use this label |
| Information approved for public release | Public |
| Routine internal business information | Operational |
| Confidential data only Auburn personnel should access | Confidential / Internal-Access |
| Confidential data that must be securely shared outside Auburn | Confidential / External-Access |
Best Practice
When a document contains information from multiple classifications, apply the label that corresponds to the highest sensitivity level contained in the document.
Applying Labels to Email
Sensitivity labels should also be applied to email messages based on the information being communicated.
Apply a Label to an Email
- Create a new email in Outlook.
- Select the Sensitivity button on the ribbon.
- Choose the appropriate Auburn label.
- Send the message.
Email Label Examples
| Scenario | Recommended Label |
| Campus-wide announcement | Public |
| Internal departmental discussion | Operational |
| Email containing student records, personnel data, or other protected information shared only with Auburn users | Confidential / Internal-Access |
| Email containing protected information sent to an approved external partner | Confidential / External-Access |
Frequently Asked Questions
What if I am unsure which label to apply?
Choose the label that reflects the most sensitive information in the file or email. If you are unsure, consult your supervisor, IT provider, or the Information Security Office.
Can I change a label after applying it?
Yes. Labels can be changed as business requirements change, provided you have permission to do so.
Why should I label my files and emails?
Labels help:
- Protect sensitive information
- Meet regulatory and contractual requirements
- Reduce the risk of accidental disclosure
- Enable secure collaboration
- Support Auburn's Data Classification Policy and information security standards.
Need Assistance?
If you need help determining the appropriate classification or handling requirements for University data, contact the Information Security Office at infosec@auburn.edu or work with your IT provider. Guidance on data classifications and handling requirements is maintained by Auburn's Information Security Office.