USER GUIDE

Klassify Data Classification Suite

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User Guide – Klassify Data Classification Suite

Contents
Why Data Classification? ........................................................................................................................ 2
Klassify Data Classification Suite ............................................................................................................. 2
Data classification simplified with Klassify.............................................................................................. 2
User Driven Classification for Files .......................................................................................................... 3
User Driven Classification ....................................................................................................................... 3
Classification Category ............................................................................................................................ 4
Visual Marking Options (Header/Footer/Watermark) ............................................................................ 4
Remember Classification Option ............................................................................................................ 5
Classification Description ........................................................................................................................ 5
Re-Classification Option.......................................................................................................................... 6
File Classification Logs ............................................................................................................................ 6
Suggested Classification.......................................................................................................................... 7
Override Suggested Classification ........................................................................................................... 8
Classification in File’s Metadata ............................................................................................................. 8
Quick File Classification .......................................................................................................................... 9
Bulk File Classification .......................................................................................................................... 10
Email Classification ............................................................................................................................... 11
Klassify in Outlook (Example) ............................................................................................................... 12
Data Classification Levels Examples ..................................................................................................... 14

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Why Data Classification?

Data Classification is one of the most important ingredients for enforcing information security within an
organization. Whether you are a private, public or government sector organization, the very basic need
of data security is to identify and classify data, which enables organizations to select and deploy
appropriate security controls based on data sensitivity and increase effectiveness of their data security
strategy.

Klassify Data Classification Suite

Klassify Data Classification Suite is the Dynamic Data Classification Platform, which helps organizations to
bring the data classification policy to its users and enforce them to apply appropriate classification on the
data they are creating, sharing and storing, based on its sensitivity.

Data Classification with Klassify eases the obligations of organizations to comply with various regulatory
compliances namely, PCI DSS, EU GDPR and many more, and helps to build a strong data security
foundation by enforcing users to apply classification labels and protective markings to documents and
emails, clearly identifying the sensitivity of information.

Data classification simplified with Klassify

Proper visual and metadata labelling of documents and emails
 Embedded visual markings in header, footer and watermark encourage and educate users for
proper data handling as per their organization’s information security guidelines
 Enhanced effectiveness of solutions like DLP, IRM, etc. with metadata tagging

Manual/Auto/Suggested classification options to assure abidance with laws and industry

standards
 Allow users to classify documents at the point of creation
 Restrict users from downgrading the classification based on sensitivity of document
 Suggest most favorable classification to users based on sensitivity of content
Classify documents with Quick Classification
 Directly right-click on a document to classify it

Define your own policies to safeguard your business-critical information

 Flexibility to generate customized rules and templates with keywords and patterns alongside pre-
defined rules

Functionality available in MS office, MS Outlook, Microsoft OWA, Open Office, PDF, etc.

Bulk File Classification interface for multiple file classification

 Select multiple files and classify in one go

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User Driven Classification for Files

Applicable in - Microsoft Word, Microsoft Excel & Microsoft Power Point
Klassify Enforce Data Classification in Microsoft Word, Microsoft Excel and PowerPoint when user Save,
Save As or Print a new document or an existing document, Klassify prompt its popup to get an appropriate
classification category from the available list of classification appears on popup screen as shown in the
figure below.

 New Document ([Link]) unclassified

 Klassify prompt a Popup to get an appropriate classification (user’s input)

User Driven Classification

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Current Classification

Classification Sub Level

Available Classification
Categories

Visual Marking Options

Remember
Options

Classification Category
Data classification is broadly defined as the process of organizing data by relevant “Classification
Categories” so that it may be used understand sensitivity of the information and protected more
efficiently, When User gets Klassify prompt, he must select an appropriate classification category from
available list in to continuous save the document and its changes.

Most commonly use classification categories Example

 Confidential
 Internal
 Public

For more details about classification categories, please visit

Visual Marking Options (Header/Footer/Watermark)

Options like watermark, header and footer insert classification in document’s header/footer as visual
marking, which helps to understand the sensitivity of the document visually; Data classification
administrator can enforce (*mandatory header/footer) from centralized policy configuration to minimize
user clicks and better UI experience at time of classification, if needed user can set visual marking position
in document’s header/Footer with the available options like left, center or right. Watermark option is
available for Microsoft Word only.

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Remember Classification Option

Remember option available in Klassify Popup screen help user to minimize Klassify popup, user can set
time duration in minutes to suppress the Klassify popup for the defined time line, during this period
Klassify may popup if the suggested classification option (content inspection) is enabled in the policy and
Klassify detected sensitive information and document need higher classification than selected.

This feature is very helpful in the scenario where user creates multiple documents using macrocode or
creates multiple mail using mail merge feature available in MS Office applications, which cause multiple
Klassify popups.

Classification Description
Classification description for each classification category available in the list will be available by clicking
on the classification category as shown in the figure below. Admin can edit this information in Klassify
manager policy section.

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Re-Classification Option
Reclassification option available in Application’s Ribbon under home tab helps user to reclassify current
document whenever applicable. User can click on the Reclassify Button Classify/Reclassify the current
document with an appropriate classification category and visual marking options.

In some cases, reclassification of the document may not be allowed if it is disabled from the policy, for
more information please contact your organization’s data classification admin.

Reclassification Option

File Classification Logs

Klassify capture all data classify cation activity performed by user and send all logs to the policy server and
keep the logs saved locally in the document which can be viewed by the user any time by clicking on the
logs option available in the application ribbon with Re-Klassify option.

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Suggested Classification
Policy Driven Classification
Klassify enforces data driven classification if enabled from the policy by data classification admin,
suggested classification helps organization and document author to select an appropriate classification
category based on the sensitivity or the information. Klassify detects sensitive information in the
document and suggests an appropriate classification category which dynamically change based on the
sensitivity of the information and content classification criteria set by data classification admin using
policy.

As shown in the figure below, document was classified as “Klassify | Internal” and asking to reclassify
the document with a suggested classification “Klassify | Confidential” with the details of the detected
sensitive information.

Suggested classification works in an enforced manner as user cannot select other classification category
available in the list w/o selecting override option.

This feature is useful for the organization to enforce and appropriate classification category and user as
well to keep them aware about the sensitivity of the information and help them to handle the
information carefully.

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Override Suggested Classification

An option to override suggested classification is available with the Klassify popup screen for such scenario
when user wants to select a different classification category for the document even if system is suggesting
another classification based on the detected sensitive information. User can override the suggested
classification by selecting override option and writing an appropriate justification in the justification box,
the justification and Klassify will capture detected sensitive information context in the logs, which can be
reviewed by the data classification administrators.

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Classification in File’s Metadata

Klassify inserts classification in document’s metadata to enhance data protection on DLP and other
security solutions.

Quick File Classification

Klassify provides quick file classification option in windows explorer with right click context menu option,
user can select the file file(s) in windows explorer and classify the file quickly by right clicking on the file
and select an appropriate file classification from the available list.

This option will display the current classification with a check mark before the classification category.

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Bulk File Classification

Klassify provides “Klassify for files” icon on user’s desktop to launch bulk file classification tool, which
helps user to classify multiple files in a folder in once, go, this tool has two option.

Manual Classification
Manual Classification ask user to select an appropriate classification category for the selected files
which user wants to classify; user can select all or specific file to complete the classification operation.

Auto Classification
 Auto classification do not require classification category selection and classify all selected files as
per the sensitivity of the document. Klassify apply suggested classification based on the data
classification content policy mapped by data classification admin.
 Klassify apply default classification on the document in case no sensitive content detected in the
document.

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Email Classification
(Applicable in MS Outlook and OWA)
Features
 Klassify enforce email classification functionality in Outlook before user send the mail to
recipients along with following features
 Email Classification for New mail, Reply and forward
 Check sensitive information in mail body and subject and suggest an appropriate classification
for email.
 Check attachment classification (supported files) for each attached files and allow email if all the
attachments are classified.
 Provides attachment classification functionality for supported mail attachments on the fly if all
or any attached file detected unclassified.
 Provides email whitelisting based on mail domain or mail ID for specific classification category.

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 Provides email block list, which will be applicable across all classification category.
 Add classicization in email subject, mail body as header and footer with artifacts like which user
and what time did the classification.
 Add classification in email metadata which can be explorer by next mail security solutions like
DLP, Email Security, Firewall etc. based on mail metadata.

Klassify in Outlook (Example)

New Mail

Policy Warning (If internal mail marked to external user)

User attached sensitive information in mail body

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User attached higher classified file in mail

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Data Classification Levels Examples

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