As a Microsoft Information Protection Administrator preparing for the SC-400 exam, it is important you understand how to monitor data classification and label usage by using label analytics tools like Content Explorer and Activity Explorer. This understanding better equips you to protect and manage classified data, control access to information, identify and mitigate risks, and adhere to legal and regulatory compliance.
Understanding Data Classification:
Data classification is the critical process of categorizing and tagging data based on its sensitivity level. It aids in determining what baseline security controls are appropriate for safeguarding that data.
One of the technology supporting data classification in Microsoft 365 Compliance center is the sensitive information types. This includes built-in sensitive information types like financial data, personally identifiable information (PII), and custom sensitive information types that you can create to suit your organization needs.
Monitor Data Classification with Content Explorer:
Content Explorer, available in Microsoft 365 Compliance Center under the Data classification menu, is valuable for getting insights into where classified data resides in your organization. It provides visualizations and detailed metadata about tagged content. This includes the location of the item, the sensitivity label, the last modified date and the content that matched the sensitive information type.
Here’s an example: If you want to view details of items tagged with a specific sensitivity label,
- Navigate to Microsoft 365 Compliance Center > Data classification > Content Explorer.
- Select the desired label from the Labels list.
The Content Explorer then displays the details of items tagged with the selected label.
Understanding Label Usage:
Label usage involves analyzing the volume of content associated with each sensitivity label in your organization. It assists in understanding how users are using the sensitivity labels made available to them.
Monitor label usage with Activity Explorer:
Activity Explorer, also accessible through Microsoft 365 compliance center (Microsoft 365 compliance > Data classification > Activity explorer), is another tool designed to provide visibility and control over data interactions in your organization.
With Activity Explorer, you can monitor the activities performed on labeled and protected content. This includes activities such as access, modification, deletion, and others. Moreover, it allows filtering by location, date, user, and activity type to pinpoint specific events.
Here’s an example: If you want to see which documents were accessed with the ‘Confidential’ label in the last week,
- In Activity Explorer, filter the activity ‘Accessed’, label ‘Confidential’, and set the date within the last 7 days.
- Select “Apply”.
The Activity Explorer then displays details of the documents accessed within the last week with ‘Confidential’ label.
Conclusion
To summarize, both Content Explorer and Activity Explorer are potent tools that provide critical insights into the safeguarding of sensitive data in your organization. They both serve different, yet complementary roles:
- Content Explorer focuses on where sensitive data resides, facilitates automated data classification and enables an overview of classified data across your organization.
- Activity Explorer, on the other hand, monitors activities involving sensitive data, from accesses to modifications, fostering transparency of how your data is being used.
These two tools together contribute to a comprehensive understanding of your organization’s data landscape, essential for data protection and compliance. This understanding is crucial for a Microsoft Information Protection Administrator, especially for those preparing for the SC-400 exam.
Practice Test
True or False: Content Explorer allows you to see sensitive information types in content labeled with Microsoft 365 sensitivity labels.
- True
- False
Answer: True.
Explanation: The Content Explorer is a tool used to monitor and understand how sensitivity labels are used within the Microsoft 365 organization.
True or False: The Initiative requires Activity Explorer to monitor activity data for sensitivity labels.
- True
- False
Answer: True.
Explanation: The Activity Explorer allows you to monitor activity data and provide insights into sensitivity label usage within your Microsoft 365 organizations.
Which of the following statements about Content Explorer are false?
- A. It allows you to see labeling activity for content confidentially
- B. It does not support email document location
- C. It is not available within the Microsoft compliance center
Answer: C.
Explanation: Content Explorer is a built-in feature in the Microsoft 365 Compliance Center.
True or False: In Activity Explorer, you cannot apply filters to see particular data.
- True
- False
Answer: False.
Explanation: Activity Explorer allows you to apply filters which can help you see the specific data you are interested in.
What does the Activity Explorer monitor?
- A. User activity in Office Online
- B. Sensitivity label activity in Microsoft 365
- C. Microsoft 365 user email activity
Answer: B.
Explanation: Activity Explorer is specifically designed to monitor and provide insights into sensitivity label activity in the organization.
What is the main limitation of Content Explorer?
- A. It can only classify text content
- B. It can only classify data in Microsoft 365 environments
- C. Both
Answer: B.
Explanation: Content Explorer can classify all types of content but it is limited to Microsoft 365 environments.
Content Explorer does not provide information about…
- A. Effects of regulatory policies
- B. User activities involving sensitive information
- C. Current location of sensitive information
Answer: A.
Explanation: While Content Explorer is a powerful tool for monitoring sensitive information, it does not provide information about the impacts of regulatory policies.
Which of the following is not a feature of Activity Explorer?
- A. Activity trends
- B. Data filtering
- C. Data classification
Answer: C.
Explanation: Activity Explorer does not classify data. It is used for monitoring sensitivity label usage and activity data.
True or False: The Content Explorer cannot show the history of sensitivity labels within documents.
- True
- False
Answer: False.
Explanation: One of the features of Content Explorer is the ability to provide the history of sensitivity labels within documents.
True or False: Activity Explorer gives insights only into sensitivity labels and not Data Loss Prevention (DLP) policies.
- True
- False
Answer: True.
Explanation: Activity Explorer focuses on sensitivity labels and does not provide insights into DLP policies.
Interview Questions
Question 1: How can label analytics tools such as Content explorer help in monitoring data classification?
Answer 1: Content explorer allows administrators to view and analyze the data classification labels applied to documents and emails.
Question 2: What is the role of Activity explorer in monitoring label usage?
Answer 2: Activity explorer provides insights into how users are interacting with labeled data, including who is accessing, modifying, and sharing it.
Question 3: How can Content explorer assist in identifying sensitive data that is not properly classified?
Answer 3: Content explorer can help administrators identify sensitive data that is not classified with the appropriate labels, allowing them to take corrective action.
Question 4: What information can administrators gather from Activity explorer regarding label usage?
Answer 4: Activity explorer provides information on how often labels are being applied, who is applying them, and how users are interacting with data classified with specific labels.
Question 5: How does Content explorer help in identifying patterns or trends in data classification?
Answer 5: Content explorer allows administrators to identify patterns or trends in how data is classified, providing insights for improving data protection measures.
Question 6: What are the key benefits of using label analytics tools for monitoring data classification?
Answer 6: Label analytics tools help administrators gain visibility into data classification practices, identify gaps or misuse of labels, and improve overall data protection and compliance.
Question 7: How can Content explorer assist in identifying legacy data that may require reclassification?
Answer 7: Content explorer can help identify legacy data that is not classified or classified incorrectly, prompting administrators to review and potentially reclassify the data.
Question 8: How does Activity explorer help in assessing the effectiveness of label deployment within an organization?
Answer 8: Activity explorer provides insights into how users are adhering to label policies and guidelines, allowing administrators to assess the effectiveness of label deployment.
Question 9: What actions can administrators take based on insights gathered from label analytics tools?
Answer 9: Administrators can use insights from label analytics tools to refine label policies, educate users on proper label usage, and enhance data protection measures within the organization.
Question 10: How can administrators leverage Content explorer to monitor data classification across multiple locations or repositories?
Answer 10: Content explorer can be used to centrally monitor data classification across various locations or repositories within an organization, streamlining the monitoring process for administrators.
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