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MFLEX IT Services
Customer focused / engineering driven
Data Classification and Sensitivity Label Guide
Updated May 2026

MFI ISMS user guide

Classify data and select the correct sensitivity label

Use this guide to choose the correct Microsoft sensitivity label for MFLEX documents, protect sensitive information before sharing, and dispose of labelled information safely.

I need to label an Office file Select a label before editing, then confirm the label appears in the document. I need to choose the right label Compare Exception, Public, Internal, Restricted, and Confidential. I need to share data externally Protect Confidential or Restricted information before sending it outside MFLEX.

Start Here

Data security is everyone's responsibility.

Before sharing or transmitting data: First determine the sensitivity level of the information. Then apply the correct Microsoft sensitivity label and follow the required protection steps.
What to label

Documents MFLEX creates

Apply a label to documents created by MFLEX users, including Word, Excel, PowerPoint, and other business files.

When to label

Before editing or sharing

If Microsoft prompts for a label before editing, select the correct label before continuing with the document.

When unsure

Ask before sending

If you are not sure which label applies, check with your supervisor or the MFLEX IT Department before sharing the information.

Choose the Correct Label

Select the label that matches the sensitivity and intended audience of the information.

Label Use when Examples
Exception The document originated from an external party and should not be modified in terms of format. Supplier contracts, partner documents, customer agreements, or externally provided documents that must remain in their original format.
Public The information can be viewed and shared without restriction inside or outside the company. Company website content, public press releases, and other approved public information.
Internal The information is for MFLEX employees and normal internal business use. Intranet resources, company-wide announcements, internal procedures, and general employee information.
Restricted The information should be accessed only by authorized personnel. Financial reports, HR records, department-only files, or information limited to a specific business audience.
Confidential The information is limited to authorized personnel and needs stronger protection, especially before external sharing. Payroll information, strategic business plans, sensitive customer data, or other highly sensitive company information.

Label Microsoft Office Files

Follow these steps when Word, Excel, or PowerPoint asks you to select a sensitivity label.

  1. Open or create the document.

    When a document is created by MFLEX, Microsoft may require a sensitivity label before you can edit it.

    Microsoft Word showing an Add Sensitivity Label banner before editing
    Select label when the yellow sensitivity label banner appears.
  2. Select the label prompt.

    In the Add sensitivity label window, open the Select a label dropdown.

    Add sensitivity label dialog with Select a label dropdown
    The Apply button becomes available after a valid label is selected.
  3. Choose the correct label.

    Select Public, Internal, Restricted, Confidential, or Exception based on the classification table above.

    Sensitivity label dropdown showing Confidential, Restricted, Internal, Public, and Exception
    Choose the label that matches the data sensitivity.
  4. Apply and confirm the label.

    After applying the label, confirm the label name appears in the Microsoft Office title area or document header/footer as expected.

    Microsoft Word document showing Internal label applied and saved
    The selected label appears in Word after the document is saved.

Screenshot Overview

Use these examples to match what you see in Microsoft Office.

Office sensitivity label banner
Office banner requiring a sensitivity label.
Sensitivity label dropdown options
Available labels in the dropdown.
Applied Internal label in Word
Applied label visible in the document.

Share with External Parties

Protect information before sending it outside MFLEX.

Confidential information

  • Confirm the external recipient is authorized to receive the information.
  • Compress the data into a password-protected zip file before sending.
  • Share the password separately from the file.
  • Contact IT or your supervisor if you are unsure whether the information should be sent.

Restricted information

  • Verify the recipient email addresses before sending.
  • Send only to the intended recipients.
  • Use necessary precautions to maintain the security of the data.
  • If the data is not sensitive, label the email or document as Public.

Paper Documents and Disposal

Label printed documents and dispose of sensitive information securely.

Printed documents

Remember to label the document before printing. For printed documents, label the first page with the appropriate physical stamp.

Paper documents stamped Internal and Confidential
Use the correct label for printed documents.

Disposal rules

  • For printed Internal, Restricted, or Confidential documents, use the shredder or Iron Mountain bin.
  • For digital Internal, Restricted, or Confidential documents, delete them and empty the recycle bin.
  • Do not discard sensitive paper documents in regular trash.
Shredded paper representing secure disposal
Use secure disposal for labelled sensitive documents.

Report Issues

Report suspected data loss or compromise immediately.

If sensitive data is lost, stolen, or compromised: Report it to the MFLEX IT Department immediately at helpdesk@mflex.com.
What should I do first before sharing or transmitting data?

Determine the sensitivity level of the data first. Then apply the correct sensitivity label and follow the handling requirements for that label.

Who is responsible for protecting sensitive data?

Everyone, including you. Data security is a shared responsibility across MFLEX.

Where can I find more details?

Refer to MFI-IP-IT-009 Information Asset Security Management Policy v1.0, or contact your supervisor or the MFLEX IT Department for guidance.