Sensitivity Labels are used to classify and protect university data based on sensitivity or confidentiality level. At Kutztown University, sensitivity labels can safeguard Microsoft files and emails, Teams sites, Microsoft 365 groups, SharePoint document libraries and PDF files against unauthorized disclosure. When you assign a label to content, the label and protections will stay with that content. 


Encryption will be applied with Sensitive and Confidential labels and include a footer message indicating sensitivity.  


Sensitivity Labels do not replace normal file permissions. Instead, they work together to provide an extra layer of protection. 


Available Labels

  • Public data is intended for public consumption.  
    • Examples include documents shared on Kutztown Univeristy’s website and marketing material.  
  • General data is intended for internal use, but is not sensitive or confidential. 
    • Examples include shared Office documents and internal communications.
  • Sensitive data is generally private to Kutztown University. Access is limited to Kutztown University community members on a need-to-know basis. 
    • Examples include partner or sponsor information, certain research records, and ID numbers. 
  • Confidential data includes, but is not limited to, data that Kutztown University must keep private under federal, state, or local laws and regulations. 
    • Examples include student records, personnel records, and personally identifiable information. 
    • The Confidential label can be used to restrict access to Anyone, All Employees, or Specific People.

 


Public
General
Sensitive
Confidential
Specific Users
Confidential
All Employees
Confidential
Anyone
Applies encryption❌
❌
✔
✔
✔
✔
Prevents access by unauthenticated users❌
❌
✔
✔
✔
✔
Prevents access by non-KU accounts❌
❌
❌
❌
✔
❌
Prevents forwarding❌
❌
❌
✔
❌
❌
Prevents printing & downloading❌
❌
❌
✔
❌
❌
Requires justification to decrease or remove label✔
✔
✔
✔
✔
✔

 

Applying Labels

In all Microsoft Office apps, the Sensitivity icon in the top ribbon can be used to apply a label. Additionally, labels can be applied in Outlook using the shield icon at the top of the message.   

 

The shield icon in Outlook being used to set a sensitivity label.

 

When saving a document in an Office application, a dropdown menu will allow you to select a sensitivity label.  

 

The save dialog for a Microsoft Office document, showing a dropdown menu for selecting sensitivity labels.

 

Documents with sensitivity labels applied will display the label next to the name of the document. 


The Microsoft Word header showing document title and a General sensitivity label applied.

 

 How to Select a Sensitivity Label

The Sensitivity Labels map to Kutztown University’s Data Classification Policy (click to view) and apply protections as defined. Refer to the flowchart below for guidance in selecting a label to apply.  

 

A flowchart explaining the classification of data via sensitivity labels.