Resources for teams looking for growth and bigger impact using AI.
Agencies have new opportunities to use AI with more sensitive data to enhance workflows and daily processes. Understanding data classification is essential for keeping sensitive information secure while supporting safe AI innovation across state agencies.
What is Data Classification?
Data classification is the process of organizing information based on its sensitivity and the level of protection it requires.
Level 1
Unrestricted →
Public data that includes information relating to the conduct or administration of a state agency and is typically created for public consumption.
Level 2
Limited →
Internal data that includes sensitive information that may or may not be protected from public disclosure. Examples are audit reports or emails.
Level 3
Restricted →
Confidential data that includes sensitive information intended for agency use only and is typically federally regulated. An example is medical records.
Level 4
Critical
Highly sensitive information where disclosure could cause significant harm, including potential injury, disability, or loss of life.
Guide to Data & Systems Classification
This guide outlines the Idaho Technology Authority’s data classification framework to ensure proper handling, labeling, and protection of information based on its sensitivity and potential impact if breached.
Use this guide when classifying data or/and systems.
Data Classification Video Playlist
Training videos for level 1-4 data classification.
Microsoft 365 Copilot GCC for Sensitive Information
Microsoft 365 Copilot and Microsoft 365 Copilot Chat have been approved for use with Level 1, Level 2 and Level 3 data. Both solutions operate under Microsoft’s Enterprise Data Protection framework, providing robust security, privacy, and compliance safeguards.
This guide outlines how to use Microsoft 365 Copilot for sensitive information in a safe and secure manner.
Procurement for M365 Copilot
M365 Copilot can be requested similar to any other Microsoft license. Review the details below for more information.
Why upgrade to Microsoft 365 Copilot?
With the paid Microsoft 365 Copilot license, Copilot becomes part of your daily workflow and can securely use the information you already have permission to access:
- Emails
- Meetings and transcripts
- Teams chats
- SharePoint/OneDrive files
- Department documents
All activity remains inside the state’s enterprise environment, and Copilot follows your existing permissions. It does not train on your data. This work-aware access allows Copilot to:
- Summarize long email threads and meetings
- Draft responses based on your actual work context
- Pull together updates from multiple documents
- Create PowerPoint decks from Word documents
- Analyze data directly inside Excel
The main benefit of upgrading: Copilot becomes an intelligent, context-aware teammate, not just a chat tool.
The paid version activates Copilot inside:
- Word
- Excel
- PowerPoint
- Outlook
- Teams
- OneNote
You can draft, analyze, summarize, and automate directly within these applications, without switching windows or pasting content manually.
Upgrading unlocks:
- Cross-document summarization
- Deeper insights and modeling in Excel
- More accurate drafting inside Outlook and Word
- Automated workflows and enhanced reasoning
- Better performance with large documents
For roles that manage heavy information loads, these capabilities save significant time.
If the upgraded version aligns with your work needs:
- Visit the ITS Service Portal
- Submit a procurement request for: “Microsoft 365 Copilot license” and provide the quantity needed.
- ITS will provide a quote and your agency will review and approve the purchase.
- Licenses will usually be available and assigned to your account within 1-2 weeks.
