Classification Module 6.1.3 - User Guide

When evaluating the accuracy of the categorization of the resource, you must be aware of taxonomy within which you are working, as taxonomies may have restrictions as to what categories can be applied. If a category has been defined as mutually exclusive, only a single subcategory can be applied to a resource. For example, consider a category in your taxonomy called PHI, which has three subcategories: Level 1, Level 2, Level 3. If PHI is set to mutually exclusive, you can only apply one of the subcategories. Your administrator determines this setting for each category in a taxonomy.

When you are manually adding categories to a resource, only taxonomies that do not currently have automated categorizations associated with the resource are available.

You can:

• Modify the categories that have been applied within a taxonomy if you disagree with the current manual categorization.
• Add categories from a taxonomy that currently does not have any categories applied.
• Categorize containers such as folders or SharePoint libraries. These are not considered by the automated system, so the only way they can be categorized is manually.
  When a container has a category manually applied, all children inherit the category. For example, if you categorize a folder, all files and subfolders also inherit this category. If a child resource is manually or automatically categorized in a way that conflicts with the inherited category, the inherited category is ignored.
• Override categories applied by the automated system, or prevent the automated system from using a particular taxonomy for a particular resource. For more information on overriding, see Working With Automatically Categorized Resources on page 91.
• Review how the automated system would categorize the resource within the taxonomy. Not all documents have a potential category based on their content. If a document has not been scanned, no potential categories can be shown. The potential categorization of resource may change as the automated system is modified by your system administrator.
• Revert to the automated system for a taxonomy. This removes any current manual categorizations, and submits the resource to the automated system. Note that not all resources are categorized by a given taxonomy, so the resource may end up with no categories in this case.

To modify existing manual categorizations within a taxonomy

1. View the categorization for the resource.
2. Click Edit.
3. From the taxonomy tree, select a category to add, and click the right arrow.
   
   -OR-
   
   From the Categories that will be applied list, select a category to remove, and click the Remove button.
   If you would like too see how the resource would be categorized by this taxonomy if it was not manually categorized, expand the bottom panel. You can revert to the automated system if desired.
4. Click Apply Manual Categories.
5. In the confirmation dialog box, click Apply Manual Categories.

To manually categorize a resource with no categories applied

1. View the categorization for the resource.
2. Select Manually Categorize.
3. Select a taxonomy.
4. Select a category, and click the add button.
5. Repeat if desired.
   You may be prevented from adding more than one category if the taxonomy is mutually exclusive, so that only category from the taxonomy can be applied. You may also be prevented if the parent category is set to mutually exclusive, so that only one subcategory can be applied.
6. To add categories from a different taxonomy, repeat steps 3 through 5.
7. Click Manually Categorize.
8. In the confirmation dialog box, click Apply manual categories.
   Your resource will no longer be considered for automated classification for any taxonomy from which you apply a category. You can revert the resource to automated classification at any time.

To add categories to a resource from another taxonomy

1. View the categorization for the resource.
2. Select Manually add categories from another taxonomy.
3. Select a taxonomy.
   Only taxonomies from which no categories are currently applied to this resource are available.
4. Select a category, and click the add button.
5. Repeat if desired.
   You may be prevented from adding more than one category if the taxonomy is mutually exclusive, so that only category from the taxonomy can be applied. You may also be prevented if the parent category is set to mutually exclusive, so that only one subcategory can be applied.
6. Click Manually categorize.
7. In the confirmation dialog box, click Apply manual categories.
   Your resource will no longer be considered for automated classification for this taxonomy. You can revert the resource to automated classification at any time.

To remove a category from a resource

1. View the categorization for the resource.
2. Locate the row containing the category you want to remove, and click Remove.
3. In the confirmation dialog box, click Remove Category.
   If you remove the last category from a resource, the automated system will begin categorizing the resource again for that taxonomy. If you want the system to ignore this taxonomy for this resource, after it is automatically categorized, follow the steps for overriding the automated system.

To see how the automated system would categorize a resource

1. View the categorization for a resource.
2. Locate a categorization from the taxonomy in which you are interested, and click Edit.
3. Expand the Show me how this resource would be categorized by the automated system panel.

To allow the automated system to categorize a resource that is currently manually categorized

1. View the categorization for the resource and locate any row that contains a category from the taxonomy you want to revert to the automated system.
   
   -OR-
   
   Edit a manually categorized resource, and expand the Show me how this resource would be categorized by the automated system panel.
2. Click Revert to Automated.
3. In the confirmation dialog box, click Use automated categorization for this taxonomy.
   This removes all manual categorizations for this taxonomy, and replaces them with those applied by the automated system, if any.

The automated system evaluates the content of your documents against a set of rules, and then applies categories from the taxonomies available in your organization.

If an NTFS or SharePoint resource is automatically categorized, and you think a different category is more accurate, you can override the categorization for that particular taxonomy.

When you apply manual categories from a taxonomy, including overrides or ignoring the taxonomy, the system will no longer automatically categorize the resource for that taxonomy. If you want to allow the system to categorize it again, you can revert to automated categorization, or enable a previously ignored taxonomy. Not all resources will have categories automatically assigned, as a resource may not meet any of the conditions of a rule.

To override the automated system and manually apply a category

1. View the categorization for the resource.
2. Locate any row that contains a category from the taxonomy you want to override.
3. Click Override.
   The taxonomy tree appears. Currently applied categories are shown. Any categories you apply will replace the current categorization, and cause the resource to manually categorized (even if you apply the identical categories to the automated system). The system will no longer consider this resource for automated classification for this taxonomy.
4. Add and remove categories until the resource is properly categorized.
   If you are unable to add particular category combinations, it is likely that a parent category has been set to mutually exclusive, and you are only able to add a single subcategory.
5. Click Override.

To override the automated system and prevent future categorizations for a specific taxonomy

1. View the categorization for the resource.
2. Locate any row that contains a category from the taxonomy you want to override.
3. Click Override.
4. Select the I do not want this resource automatically categorized by this taxonomy check box.
   Any categories from this taxonomy will be removed.
5. Click Manually Override.
   If you want to allow this resource to be automatically categorized by this taxonomy again, see the steps to enable a previously ignored taxonomy.

To enable a previously ignored taxonomy

1. View the categorization for the resource.
   If there are any ignored taxonomies, a bar indicating this appears below the list of categories for the resource.
2. If necessary, expand the Taxonomies ignored by the automated system for this resource bar.
3. Click Enable taxonomy for the desired taxonomy.
4. In the confirmation dialog box, click Enable taxonomy.

Classification helps you gain information about the content of your unstructured data and the risks it poses. This information helps you secure your organizations data by enabling you to create policies that control access based on content or risk and attestations that ensure the categories and resulting classifications are valid.

The Web Portal’s Governed Data Global Statistics provides a clear view of the categorizations and classifications that have been applied to NTFS and SharePoint resources. The data in the Info System is updated daily, so checking your statistics regularly can help you understand any issues that need addressing.

As a business owner, you can access:

• A summary of categorized vs. uncategorized/classified vs unclassified resources for governed data that you own. You can drill down further to view the breakdown by file type. A summary of the number of resources that you own by category for the top 10 categories under governance and by classification.

As a Compliance officer, you can access:

• A summary of all categorized vs. uncategorized resources for all governed data. You can drill down further to view the breakdown by file type.
• A summary of all classified vs unclassified data.
• A summary of the number of resources by category for the top 10 categories under governance and a summary by classification.
• A summary of all categorization and classification activity in the enterprise on all governed data. You can select to see the information by the category (by default the top 10 display); by file type; and by time span.
• A summary of the number of resources owned vs not owned by category and by classification for all governed data across all business owners. You can select to see the information by the category (by default the top 10 display) and by file type.