ArcGIS Enterprise 11.4 introduces a powerful new functionality that could significantly enhance your organization’s data security through item classification. This new feature allows you to label content to denote sensitivity and dissemination rules, making it easier for you to manage and safeguard your data. However, it’s important to note that while item classification can identify sensitive content, it does not, by itself, control access to items. That must be managed through organization and item permissions as per your data management policies. Let’s explore this exciting functionality and understand how to implement and utilize it effectively.
1. Formulate a Classification Schema
To begin, you or another member of your organization will need to devise a classification schema that mirrors your data management policy. This classification schema can be tailored to the specific requirements of your organization, ensuring that it meets industry-specific needs. The user experience for classification in the Enterprise portal will be dictated by this classification schema without any need for additional development.
A classification schema is essentially a JSON object that contains all the necessary information about your organization’s classification and dissemination rules for content. Some organizations may require advanced classification behavior. For instance, your organization might want the classification user experience to only display an attribute if a specific value is selected in another attribute. Alternatively, you might want to prevent a combination of attribute values from being selected together or convert a selected attribute value into an abbreviated value in the classification label. This advanced behavior can be achieved by using Arcade in your classification schema.
The classification schema can be simple or complex, whatever is necessary to meet the needs of your organization. However, it is recommended to start with a simple schema that focuses on core classification labels. Starting with a straightforward schema can help you avoid complications and ensure that the core functionality meets your basic classification needs without overwhelming the users. For those getting started, there are example schemas for different industries available, which can serve as a useful reference.
2. Allocate a Classification Schema
Once you have created your unique classification schema, you will need to allocate it to your organization to enable the item classification functionality. To do so, as an administrator, go to the Settings > Items tab. Here, there is now a section dedicated to item classification that you can access for further configurations.
As the administrator, select the “Assign Schema” button. You will then be prompted to provide your unique classification schema file. After clicking “Assign,” item classification will be enabled for the organization, and the user experience for classification will be driven by the rules defined in the assigned classification schema. This straightforward process simplifies the task for administrators and ensures a seamless user experience within the organization.
Your organization’s data management policies or item classification needs may change over time, so your classification schema might need to be updated occasionally. Administrators can update or remove a classification schema by revisiting the Settings > Items > Item classification tab. After updating the assigned classification schema, organization members will be able to modify the classification assigned to an item using the new schema. However, when an assigned classification schema is removed, organization members will no longer be able to classify items, and the classifications will no longer appear on the item pages.
3. User Workflows
Once the item classification functionality is enabled for your organization, members will have a variety of workflows available for classifying items and viewing item classifications. These workflows have been designed to be user-friendly and fully leverage the classification schema’s capabilities. Let’s take a closer look at a few notable workflows and how they can be utilized to streamline data management and enhance data security.
For instance, classifying existing items becomes straightforward once the administrator has enabled item classification on the organization. Users can go to the item details page for that particular item, scroll down to the new “Classification” section, and select “Add a classification level to this item.” The classification user experience, shaped by the classification schema, will then display, allowing the user to classify the item appropriately.
4. Classifying Existing Items
When it comes to classifying existing items, once the item classification has been enabled by the administrator, users might want to classify those items that already exist within the system. To achieve this, users can go to the item details page for any existing item and scroll down to locate the new “Classification” section. By selecting “Add a classification level to this item,” the classification user experience will be activated, and users can then proceed to classify the item based on the rules dictated by the classification schema.
The process is designed to be intuitive and user-friendly, ensuring that users can quickly and efficiently classify existing items without needing extensive training or additional support. The classification user experience will guide users through the necessary steps, making it straightforward to apply the correct labels and designations to each item. This helps maintain consistency and accuracy in the classification process across the organization.
5. Classifying New Items
In addition to classifying existing items, users may also need to classify new items that are added to the system. When a user adds a new item through the Content > New Item tab, the item classification will now be an integral part of this workflow. Along with providing the title, tags, and summary for a new item, users will also be able to assign a classification to the item. This seamless integration ensures that all new items are correctly classified from the moment they are added to the system.
Once the new item is created, the classification can be viewed on the item details page. This transparency allows users to easily verify and, if necessary, modify the classification assigned to each new item, ensuring that it aligns with the organization’s data management policies. The user experience for item classification will be fully determined by the classification schema assigned to your organization, providing a consistent and tailored approach to managing new items.
6. Updating Item Classification
There may be occasions when users need to update the classification for an existing item. This process is made straightforward within ArcGIS Enterprise 11.4. To update the classification of an item, users can navigate to the item details page where the current classification is displayed. In the “Classification” section, users will see an “Edit” button. By clicking on “Edit,” the classification user experience will open, allowing users to make the necessary changes to the classification of the item.
The ability to easily update item classifications ensures that your data remains accurately labeled according to the most current policies and classification rules. This flexibility is crucial for maintaining data security and integrity, especially in dynamic environments where classification needs may evolve over time. The user experience for editing classifications is designed to be intuitive, ensuring users can quickly adapt to changes and apply the correct classifications as needed.
7. Search by Classification
To further streamline data management and enhance accessibility, users may want to search for items based on their classification. This feature allows users to easily locate items with a particular classification by using the search functionality in the My Content tab. To perform this search, users can enter the search term classification: “the classification value you are interested in” for an exact match. The search will return items with the specified classification, making it easy to identify and work with classified content.
This search capability is particularly useful for organizations with large volumes of data, where quickly locating specific items is essential for efficiency and effective data management. By leveraging the classification search feature, users can ensure they are working with the right content and adhering to the organization’s data management policies.
8. Classification in Map Viewer
Users may also want to view and work with an item’s classification in applications within the Enterprise portal. With ArcGIS Enterprise 11.4, users can view an item’s classification and save a classification for a web map in Map Viewer. When you open a web map item that has been classified, a banner will display across the top and bottom of the interface, indicating the item’s classification. The background and font of this banner will be color-coded based on the classification schema, providing a clear visual cue of the item’s classification status.
Additionally, if users are saving a new web map from Map Viewer, classification will now be included as part of the Save map workflow. This integration ensures that classifications are consistently applied and visible across different applications within the ArcGIS platform. Viewing and saving item classification is planned to be supported in various applications across the ArcGIS platform in future releases. If specific applications are needed to work with classification, users are encouraged to provide feedback and share their requirements.
Key Takeaways
ArcGIS Enterprise 11.4 brings an innovative feature that could substantially boost your organization’s data security through item classification. This new capability enables you to label content based on sensitivity and dissemination rules, streamlining the management and protection of your data. By categorizing content, you make it simpler to oversee and safeguard sensitive information within your organization.
However, it’s crucial to understand that item classification alone does not control access to these items. Identifying sensitive content is just the first step. Access control must still be managed according to your organization’s data management policies, which include setting appropriate permissions for both the organization and individual items.
Let’s delve deeper into this robust functionality and examine how to effectively implement and utilize it. You’ll need to understand the best practices for labeling content and ensuring that the corresponding permissions are in place to protect your data. Additionally, by integrating item classification with your existing security protocols, you can create a more comprehensive data governance strategy. This, in turn, helps mitigate risks and ensures that sensitive information remains secure and properly managed. Whether you’re handling confidential business documents or personal data, leveraging this new feature can play a pivotal role in enhancing your organization’s overall data security strategy.
