How to Use Microsoft Purview to Secure Your Copilot Rollout with Åsne Holtklimpen [Microsoft MVP & MCT]

The arrival of Microsoft Copilot has sparked a gold rush in the corporate world. Organizations are eager to harness the power of generative AI to boost productivity, spark creativity, and streamline workflows. However, as the “AI train” leaves the station, many leaders are asking a critical question: Is our data actually ready for this?

In a recent episode of the M365 FM podcast, host and guest Åsne Holtklimpen, a Microsoft MVP and MCT with over two decades of experience in SharePoint and governance, delved deep into the realities of AI readiness. Based in Norway and working across the Nordics, Åsne has seen firsthand how organizations are navigating the transition from traditional data management to an AI-driven future. Her message is clear: AI doesn’t necessarily create new security problems, but it does shine a bright yellow light on the ones you already have.

[embed]

The Evolution of Data Security: From Silos to Synergy

For those who have been in the Microsoft ecosystem for a long time, the journey to modern security has been a long one. Åsne reflects on the early days of SharePoint, over 23 years ago, when data was heavy, structures were rigid, and security was often limited to basic access points. Back then, information flow and security were often handled in silos.

Today, the landscape has shifted toward a more holistic approach. The integration of Microsoft Entra (identity), Microsoft Defender (endpoints), and Microsoft Purview (data governance) has created a unified ecosystem. This synergy is essential for Copilot readiness. As Åsne notes, “We can’t differentiate between them as much as we did before.” Modern security is about the whole approach, ensuring that your identity is secure, your devices are managed, and your files are protected regardless of where they travel.

Understanding the “Yellow Light” of AI

There is a common misconception circulating on platforms like LinkedIn that using Microsoft Copilot carries “absolutely no risk.” While Microsoft provides robust enterprise-grade protections, the risk often lies within the organization’s own data habits.

Åsne explains that Copilot doesn’t invent new vulnerabilities. Instead, it acts as a spotlight for overexposed data. If a user has access to a sensitive file they shouldn’t see, perhaps due to poor permission management during a “lift and shift” migration to Teams during the pandemic, Copilot will find it. If that data is outdated or redundant, Copilot might use it to generate inaccurate answers.

“You can easily jump on a train, but you should know the destination,” Åsne warns. “You should maybe have packed a bag, and you should maybe have bought a ticket.” Jumping into AI without doing the groundwork is a recipe for exposing sensitive information that no one realized was accessible.

The Zero Trust Framework in the Age of AI

At the heart of a secure Copilot implementation is the concept of Zero Trust. Åsne uses a relatable analogy: you lock your front door (identity security), but you also lock your sensitive files in a safe inside the house (data security).

Even if an unauthorized person gains access to the “house” (the tenant), Zero Trust ensures they can’t get into the “safe” (the sensitive documents). This is particularly important for Copilot because the AI only surfaces what a user already has permission to see. If your internal permissions are a “wild west,” Copilot will inadvertently become a tool for internal data leaks.

The Problem with “Lift and Shift” Legacy

Many organizations moved their file shares into Microsoft Teams in a hurry during the global pandemic. In the rush to keep business moving, folders were often shared broadly, and permissions were left unmanaged. This “legacy mess” is now the primary hurdle for AI adoption. Without a clean structure and an overview of how permissions are handled, turning on Copilot can feel like opening a Pandora’s box of over-shared information.

How Microsoft Purview Prepares You for Copilot

If you want to board the AI train safely, Microsoft Purview is your most valuable asset. It provides the control mechanisms needed to ensure AI only handles the data it is supposed to. Åsne outlines a “bare minimum” starting point for organizations:

• Identify Sensitive Information Types (SITs): Use Purview to automatically recognize sensitive data like credit card numbers, social security numbers, or proprietary code within your tenant.
• Implement Sensitivity Labels: Apply labels (e.g., Public, Internal, Confidential, Highly Confidential) to your documents. You can configure Copilot to ignore any data tagged as “Highly Confidential,” ensuring it never touches your most sensitive secrets.
• Leverage Data Loss Prevention (DLP): Set policies that prevent sensitive documents from being shared outside the organization or accessed by AI tools in unauthorized ways.
• Conditional Access: Connect your sensitivity labels to Entra ID. For example, you can stipulate that “Confidential” files can only be accessed if the user is in a specific country or using a managed device.

Actionable Insights for AI Readiness

Transitioning to an AI-powered workplace is an inspiring journey, but it requires a disciplined roadmap. Here are the key takeaways from Åsne Holtklimpen’s expert perspective:

1. Do the Groundwork First

Don’t just “click the button” to turn on Copilot for everyone. Start with a pilot group while the IT team performs a data audit. Identify where your “dark data” lives and who has access to it.

2. Focus on Identity Basics

Surprisingly, many organizations still haven’t fully implemented Multi-Factor Authentication (MFA). Security starts with identity. Ensure your Zero Trust foundation is solid before layering AI on top of it.

3. Exclude Sensitive Sites

You don’t have to allow Copilot access to everything at once. You can explicitly exclude specific SharePoint sites from the Copilot index. If a site contains HR records or legal secrets, keep it off-limits to the AI while you refine your governance strategy.

4. Educate Your Leadership

The pressure to adopt AI often comes from the C-suite. It is vital to teach CFOs and CEOs that AI readiness is not just a “cool feature” but a strategic security initiative. Investing in governance now prevents costly data breaches later.

Conclusion: Empowering Creativity through Governance

The goal of security and governance isn’t to slow down innovation; it’s to provide the guardrails that make innovation possible. When you know your data is secure, labeled, and governed, you can let your team explore the creative potential of Microsoft Copilot with total confidence.

By embracing a holistic, Zero Trust approach and utilizing the power of Microsoft Purview, you aren’t just protecting your organization, you’re preparing it to thrive in the new era of AI. The AI train is indeed leaving the station, and with the right preparation, your organization will be ready for a successful, secure journey.

Are you ready to start your AI readiness journey? Begin by auditing your permissions and exploring how Sensitivity Labels can protect your most valuable assets.