Using Azure Information Protection to Protect Sensitive Documents

 

Using Azure Information Protection to Protect Sensitive Documents

Nowadays when every business is moving to cloud and smartphones have become a common gadget, data security has become a major concern. In old days when the organization has a perimeter, all the data and most of business activities used to reside inside that perimeter. Likewise, the services were far more in sourced as compared to today. It was quite easy to secure your data and business activities by simply putting firewalls. Then as your employees became mobile, your company’s data leakage risk become higher as corporate data was accessible from your user’s personal devices. But as a solution to that Microsoft provides Intune Mobile Device Management.

Despite of using a managed device, It’s a common practice that your company’s sensitive data leaves the organization every single day. It’s stored in cloud. It’s shared with other people. So at this point evolves a need to protect all the data that leaves your organization. To fulfil this need, Microsoft launches Azure Information Protection that is advancement of RMS.

Steps to protect document:

There are 5 steps to protect a document using AIP (Azure Information Protection),

  1. Classify
  2. Label
  3. Protect
  4. Monitor
  5. Revoke

The first part is to classify your data. That means to identify what is sensitive or what is not. That would lead to the second step that is labeling the document. We would label the document so other systems can behave better knowing the sensitivity of data. You can label the document by choosing sensitivity level from the bar as shown in the image. You may not see this sensitivity bar RMS tab on your word as you need to download it from Microsoft Azure Information Protection Page. It is free for office 365 customers.

Third step is to protect the data if it is necessary and then after your data is protected you can share it safely by simply clicking on the Share Protected tab. It’d protect your document and open up a dialog box to choose settings from.

You can choose various settings like view only, view and edit, Don’t Forward etc. You can also check the Expire these documents checkbox if you want to expire the document after some certain number of days.

Once the document is shared you can go to the fourth step that is you can monitor the use or misuse of document and if the document is used by the authorized person then no worries else you can revoke the access. To get access to 4th and 5th step you need Azure Information Protection Premium License. If you have the license you can go to RMS portal and monitor and revoke access if required.



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