The Current Situation
Currently, Microsoft 365 (M365) and Content Manager (CM) labelling systems have extremely limited interactions. Sensitivity labels applied in M365 are not recognised or carried over into CM, resulting in variable labelling between the systems , and potential for mislabelling or mishandling of sensitive and confidential materials.
Microsoft 365 Labelling
When a document is created in M365, it is labelled with a ‘Sensitivity Label’ in accordance with the relevant policy such as the Australian Government Email Protective Marking Standard (PSP Framework) or the WA Information Classification Policy.
These M365 sensitivity labels are important identifiers that facilitate policy or business rules to control, and prevent confidential information from being distributed incorrectly (E.g. preventing emailing of SECRET or TOP SECRET labelled documents).
The M365 label is preferred as the primary label so that controls can be applied across the entire 265 environment. For this reason, it makes sense to apply the same labels within CM.
Content Manager Labelling
When a document is created in CM, users are also implementing ‘Sensitivity Labels’ using caveats or security levels. Typically, the label is defaulted at classification or file level.
The user is responsible for creating and assigning the label to individuals documents and emails at the point of creation which means the defaulted label in CM may clash.
The Solution
Information Proficiency has developed a tool that manages the efficient automation and synchronisation of sensitivity labels between M365 and CM.
- Synchronisation: If a document has a sensitivity label applied, the label is automatically carried over and set in CM.
- Creation: When creating a new document, set the CM label automatically from the M365 sensitivity label.
- Revisions: Any changes made to sensitivity labels when editing or creating a new revision updates the labels in CM.
- Attachments: Set the CM label if the existing document has labels set on any attached documents
- Reverse Compatibility: Apply the existing CM sensitivity label to documents stored in CM where the M365 label is not yet applied.
To discuss moving to Content Manager please contact us on sales@infoproficiency.com.au or call +61 8 6230 2213.
