The national data classification model will be gradually deployed at the University of Helsinki

The Council of Rectors of Finnish Universities Unifi and the Rectors’ Conference of Finnish Universities of Applied Sciences Arene have outlined that all Finnish higher education institutions will adopt a common data classification model during 2026. The national data classification model will also be deployed at the University of Helsinki by the decision of the Rector.

In 2026, the data classification model will be deployed for the University staff in the Microsoft 365 environment, in other words, in the Word, Excel and PowerPoint software as well as in the Outlook email and OneDrive. The use of the model will be extended to other services and possibly other user groups at a later stage.

The data classification model will be gradually deployed in the Microsoft 365 environment starting from February 2026. During spring 2026, the data classification model will be piloted with a limited group of users. The aim is to proceed with the deployment of the model throughout the entire staff in the M365 environment during the autumn of 2026.

What is the national data classification model?

• The national data classification model includes common guidelines on how information and files processed in the operations of higher education institutions are classified and what restrictions are imposed on the processing and sharing of this information. For example, the model restricts, depending on the confidentiality category, the sharing of files outside the organisation, the sharing of files using an anonymous link and the use of data in AI services.
• The categories defined in the national data classification model are Secret (1R), Restricted Confidential (2A), Confidential (3Y), Internal (4G) and Open (5W). The special features of the categories and the related policies will be described and instructed in more detail as the deployment progresses.
• The national coordination group for the data classification model is responsible for the national data classification model and its further development. The model is already in production use at the universities of Tampere and Lapland, for example.

Why is the national data classification model being deployed?

• The model has been used to create common rules and practices for the classification of information in Finnish higher education institutions, thereby clarifying and streamlining the sharing and processing of information in higher education institutions and their collaboration.
• The classification of information according to a common model supports the safe and appropriate processing of information and the implementation of laws and regulations concerning the operations of higher education institutions.
• The deployment of the data classification model prepares for the more versatile use of AI applications in the M365 environment in the future. When the information of a higher education institution is classified uniformly, its utilisation and restrictions are clearer in terms of AI solutions. Parallel to the pilot phase of the data classification project, the piloting of the paid AI tool Copilot for M365 will also be launched with a limited group of users. This will be communicated separately as the project progresses.
• The deployment of the data classification model also supports the University’s information security and improves the management of any information security incidents affecting the University.

How will the data classification model affect my everyday life?

In future, information classification will be part of the digital everyday life of everyone working at the University. When you create a new file with M365 tools or edit a document in the M365 environment, you must either classify it or make sure that the existing category still corresponds to the document content. The project team will produce clear instructions for classification and organise training for the staff on the subject.

The piloting and gradual deployment of the data classification model in the M365 environment, which will begin in spring 2026, is currently being prepared. We will communicate more about the pilot in the near future.