Keeley Companies

How to Label Documents

To help protect our information and comply with data security requirements, please ensure that all files are appropriately labeled based on their contents. Follow the steps below to apply a label to your document.

For Files in Microsoft Office (Word, Excel, PowerPoint, etc.):

1. Open the document in Word, Excel, PowerPoint or the desired Microsoft application.
2. At the top of the page where the file name is located, look for the shield icon. By default, your file will be ‘Public’ until manually changed or updated by Keeley’s data classification service (Varonis).

3. Click the dropdown arrow to open the list of available labels.
4. Selectthe label that best matches the content of your document:
   • Public – For general information that can be shared externally.
   • Confidential: For internal use only.
   • Contains PII: For documents containing personal information.
   • Contains PHI: For documents health information.
   • Contains SPI: For documents containing sensitive personal information or payment card industry information.

5. Once selected, the label will automatically apply the corresponding protection settings (e.g., encryption).

If you want to check which permissions your selected label gives you, select the ‘View Permissions’ button under the label dropdown. A popup will appear to show you how you may interact with the document.

Important Notes:

• Always choose the most accurate label based on the content of the file.
• Labels can be changed later if the content or sensitivity level changes.
• Our security system (Varonis) continuously scans all files and will automatically adjust labels if more sensitive data is detected.