Data Classification: What Is It?

Data classification has become a massive consideration for any business or organisation out there. While management of data in the past was often a secondary consideration when it came to paper systems, the massive shift towards digital storage over the past two decades has changed the way we look at the information we hold. So what is data classification? What does it achieve? How do you do it? And who can help you put it into practice within your organisation? Read our article on the basics of data classifications to find out the answers.

Data Classifications: The Basics

When it comes to considering data classifications for your business or organisation, it helps to know exactly what the process is all about. Data classification solutions have come about as increasing numbers of businesses and organisations realise just how much data they are creating. Paper documentation, which has a physical manifestation, can be lost or misplaced – but generally, when you place a particular document into a certain filing cabinet, you know it's going to be there unless and until it is removed. Paper has to be handled to be misplaced, to be copied or to be shredded. That requires a direct effort. However, when it comes to digital documentation, files can so easily be mistakenly edited, copied or deleted with just the press of a button – without anyone knowing what has happened to that data. When users of your system leave your employment, the data on which they have worked can be stored somewhere that only they know about. It's not just tucked away in a personal filing cabinet; it could be anywhere within a collection of thousands of digital documents. Digitalisation has allowed us to save more data more easily; but ironically because of this, it can become a lot harder to find. If you're not careful, vital information can be lost through carelessness. This is where proper data classification comes in.

The Data Classification Tools That Can Change How You Approach Your Files

As physical filing systems dictated how we viewed paper documentation, so data classification tools have changed the way we look at digital documentation. These tools can help recover data from file servers and document stores – where they often lie unprotected, unnoticed and practically unrecoverable due to them being hidden, for example, within the files of a former employee. Utilising a data classification program can allow an organisation to regain control over its corporate files. These tools, programs and systems can be developed with the end-users in mind: encouraging employees and other system users to think of the big picture when it comes to where they store files, how they store them and how they are labelled. Because users are the primary catalyst behind scenarios where data ends up wildly unstructured, this is a vital process. However, automatic systems can also be introduced, that take control of the data in order to reduce the chances that users will allocate it to inappropriate or problematic locations. However, programs can also be utilised to introduce a synergy between the user-driven approach and automatic classification. Choosing the right tools from the outset will offer numerous realistic and effective ways to tackle the problems associated with data classification.

The Benefits Behind Data Classifications For Your Organisation

Data classifications within your organisation bring about some very noticeable benefits to your workforce and the way they approach information. Firstly, it reduces the risks of data breaches. This is clearly beneficial to organisations, not least because of the following couple of reasons. Firstly, it can help clamp down on any breaches that may compromise your advantage over your competitors. As previously mentioned above, employees come and go. Because your employees' respective skill-sets are inevitably of obvious benefit to a competitor operating in the same field, you may find vital documentation ending up in the hands of your rivals. With properly segmented and stored data, you can decrease the likelihood of such data breaches. Secondly, data breaches can be extremely costly financially and in terms of the company’s reputation. Proper sensitive data classification can therefore be a wise, preventative investment for any business or organisation. When utilising the user-led approach mentioned above, another benefit comes from enabling employees to become more involved with data protection – and thus understanding what is required of them from the organisation. Finally, you can have confidence that you are complying with the regulations and standards expected of the organisation within your own industry.

Where Can You Get Data Classification Tools?

The reality is that when it comes to data classification tools, you'll be hard pressed to find a one-size-fits-all approach. To fully achieve a superior level of data management, you'll want to utilise a host of data classification services and tools. It starts with working out the right approach for your business specifically. You need the right tools to help decide whether you should take an automatic classification approach, a user-driven classification approach or a blend of these techniques. Certain software is more geared towards better dealing with particular approaches. There are also different facets of your data to factor into your selected approach. This can include emails, notes, Microsoft Office documents, files, security, policy, industry-specific regulations and administration. You need tools that can integrate into your current system and complement your data policies wherever possible, as opposed to demanding a complete overhaul, which can be costly. So who can you turn to for such a service? At Boldon James Ltd, we are the market leaders when it comes to data classification and secure messaging software. A part of the FTSE 250 QinetiQ group, we have grown in size over the years while retaining our reputation for excellent customer service that has seen us, and our products. We became the go-to choice for the classification needs of major organisations up and down the country across a wide range of industries and fields.

Boldon James Ltd Is Your Only Destination For Data Classification

If you are considering the addition of new tools, techniques and approaches to help your business, one of the primary considerations is undoubtedly quality. When it comes to data classification, it's no different. With Boldon James Ltd, you will get the support and knowledge that has developed during our 30 years and more of experience in ensuring that documents stay secure – preventing costly data leaks. Visit to try out our Classifier Quick Trial for 14 days in order to get a feel for what our products can offer your organisation. Don't regret turning a blind eye – sort out your data issues today by contacting

Boldon James Ltd | Cody Technology Park, Ively Road,
Farnborough, Hampshire GU14 0LX, United Kingdom


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