Google Drive labels: your key to data security and compliance

google drive labels for data security and compliance

Table of Contents

What are Google Drive labels?

Google Workspace is now offering the Drive labels feature for more streamlined files management. Labels are metadata that can help businesses organize, find, and apply policies to files in Google Drive.

How can Drive labels be used to protect your data?

Possibly the biggest impact of labels is their ability to help businesses adhere to data security policies.

For example, you could create a label to identify files that contain sensitive information, and have each file labeled as “Confidential”, “Internal”, or “Public”. Then, you could implement a rule that prevents users from downloading files with the “Confidential” label. That in combination with a policy that limits external sharing files with that label (for example, these files can only be shared with specific users and only with read-only (Viewer) permissions, as opposed to sharing with Anyone with a link, or sharing with domains or groups), helps to ensure that confidential files are not duplicated and shared by accident or with malicious intent.

Labels can be used to identify files that fall under data protection laws, helping to ensure that your company stays compliant. For example, you could create a label that marks files that contain personal identifiable information, and block external sharing for all files with that Drive label.

How can Drive labels be used to maintain and demonstrate compliance?

Many data protection laws and regulations, such as GDPR, HIPAA, ISO 27001, require businesses to classify their data based on the sensitivity of the information and define appropriate levels of information security and protective measures. Google Drive Labels can help meet these requirements by providing a structured and visual way to manage data according to its sensitivity and regulatory requirements.

Implementing a comprehensive labeling strategy can help organizations not only maintain compliance but also have a tangible way to showcase their commitment to protecting sensitive data. The visual nature of labels simplifies communication, helps prevent human errors, and ensures that data is treated with the appropriate level of security and care.

How can Drive labels help boost productivity?

Labels can also be helpful for finding files faster. For instance, it is possible to create a label for an important project, so everyone can locate all files related to this project quickly.

Drive labels are also helpful to organize your work processes. Adding fields such as “Contract Status” and “Due Date” to a label is helpful if people need to find all contracts awaiting signature and due by tomorrow.

Interested how Drive labels can enhance file organization? Find some real-life examples in our article Google Drive labels for file organization (with examples).

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