Data Classification & Handling Policy for Logistics Operations
Expert-developed framework for protecting sensitive transportation data. Trusted by logistics companies nationwide for NIST, CMMC, and regulatory compliance.
What is a Data Classification & Handling Policy?
A Data Classification & Handling Policy establishes how sensitive information is identified, labeled, stored, transmitted, and protected throughout your organization. It defines different categories of data sensitivity and the corresponding security controls required for each level—creating a structured approach to protecting information based on its criticality and regulatory requirements.
The policy creates a consistent framework for identifying sensitive data (what needs special protection) and applying appropriate controls (how to secure it properly), addressing everything from driver information and shipment details to business strategies and customer data.
Why Logistics Companies Need Structured Data Protection
After working with 500+ logistics companies, we've seen how inadequate data classification creates compliance gaps, security vulnerabilities, and operational inefficiencies that directly impact business operations and customer trust.
"Keep It Cyber's data classification framework was essential for our CMMC Level 2 certification. The policy provided the exact structure our auditors expected to see."
Without proper data classification, logistics operations face:
- Confusion about which shipment data requires special protection measures
- Inconsistent security controls for regulated information (CUI, PII, PHI)
- CMMC audit failures due to inadequate data handling documentation
- Exposure of sensitive customer routing and pricing information
- Inefficient overprotection of non-sensitive operational data
- Regulatory penalties from improper handling of driver records
What's Included in Our Data Classification Policy
Our logistics-optimized policy has been refined through hundreds of compliance assessments and regulatory audits. It addresses the unique data challenges of transportation operations:
- 4-Level Classification Schema - CUI/Highly Confidential, Confidential, Internal Use, and Public categories with logistics-specific examples
- Transportation Data Matrix - Pre-categorized common data types including driver PII, shipment manifests, and GPS tracking data
- Handling Requirements - Storage, transmission, and sharing protocols for each classification level
- Access Control Standards - Role-based permissions aligned with data sensitivity levels
- Technical Implementation - Integration guidance for TMS, dispatch systems, and mobile applications
- Partner Requirements - Data protection standards for carriers, brokers, and 3PL relationships
- Mobile Device Protocols - Security controls for driver tablets, ELDs, and BYOD scenarios
- Incident Response Integration - Data breach procedures specific to classified information
- Training Materials - Role-specific guidance for dispatchers, drivers, and administrative staff
Implementation Support & Expert Guidance
Unlike generic data classification templates, our policy includes practical implementation guidance developed specifically for logistics environments:
- 90-day implementation roadmap with phase-specific deliverables
- Data inventory worksheets for common logistics platforms
- Integration checklists for TMS systems (TMW, McLeod, MercuryGate)
- Employee training templates for different operational roles
- Vendor assessment forms for data sharing relationships
- Audit preparation documentation for CMMC and regulatory reviews
"The data classification matrix saved us weeks of work. Having logistics-specific examples made implementation straightforward for our entire fleet operation."
For comprehensive data governance, this policy integrates seamlessly with our Incident Response Policy and Log Management Policy to create a complete information security framework.
Implementation Questions & Expert Answers
Common questions from logistics teams implementing data classification controls
Our policy includes a comprehensive logistics-specific classification matrix that categorizes common data types. For example: driver PII and hours-of-service records typically classify as Highly Confidential; shipment manifests and customer routing guides as Confidential; standard operating procedures as Internal Use; and general service descriptions as Public.
The policy provides detailed examples for each category with special attention to transportation-specific data types like ELD logs, GPS coordinates, hazardous materials information, customs documentation, and route planning data. This ensures you consistently apply the right protection level to your industry-specific information assets.
The policy includes implementation guidelines for major transportation management systems, including both enterprise platforms like SAP TM and Oracle OTM as well as industry-specific solutions. We provide role-based access control templates that align with your classification levels, recommendations for securing sensitive API endpoints, and guidance on protecting database fields containing classified information.
The policy also addresses common challenges like securing load board integrations, protecting EDI/API connections, implementing classification in mobile driver applications, and data masking strategies for protecting sensitive information on dispatch screens.
The policy outlines clear requirements for external partners based on the classification level of data they access. For carriers and agents accessing Confidential or CUI information, we recommend contractual clauses requiring data protection measures like encryption, access controls, and breach notification.
The policy includes different requirements for various partners—from major carriers with established security programs to owner-operators with limited IT infrastructure—allowing you to implement appropriate controls without overburdening smaller partners. We also provide guidance on secure file sharing alternatives to email attachments, which are commonly used but risky in logistics communications.
Our policy includes a dedicated section for mobile device considerations in logistics operations. For company-issued devices like ELDs and driver tablets, we recommend security controls including device encryption, passcode requirements, automatic screen locking, and remote wipe capabilities.
For BYOD scenarios, we suggest using containerized business applications that isolate company data from personal content. The policy also addresses common scenarios like drivers accessing load information via mobile apps, field personnel communicating shipment details, and practical considerations around device security in mobile environments while ensuring operational efficiency isn't compromised.
The policy includes role-specific training recommendations tailored to logistics operations. For dispatchers and customer service staff, we focus on secure handling of shipment information and customer communications. For drivers and field personnel, we emphasize practical guidance on protecting mobile devices and paperwork.
For warehouse staff, training centers on proper handling of labels, BOLs, and other documents containing sensitive information. The policy includes training formats ranging from comprehensive online modules to quick visual reference guides for driver break rooms and dispatch centers—ensuring appropriate guidance for each role's specific needs and learning environments.
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