How Businesses Can Secure Sensitive Data When Using AI Tools Like Microsoft Copilot

Why AI Security Measures Are Essential 

AI tools like Microsoft Copilot do not create new security risks; rather, they amplify existing vulnerabilities. Copilot inherits permissions from existing systems like SharePoint and Exchange, meaning it can only access data that a user is already authorized to view. However, this ease of access underscores the importance of properly configured permissions. 

Consider the following security risks: 

• Over-Sharing in SharePoint: Businesses that allow broad access to files may find that Copilot can surface sensitive information to unintended users. 

• Anonymous Sharing Links: Employees may share links to documents without realizing they are publicly accessible, increasing the risk of unauthorized access. 

• Guest Access to Teams and SharePoint: Allowing external users to access internal content without proper restrictions can lead to data leaks. 

• Expiration of Permissions: Businesses need to ensure that shared links and guest access expire after a certain period to prevent prolonged unauthorized access. 

With AI programs making it easier to retrieve and analyze data, companies must be proactive in setting up access controls to ensure that sensitive information remains protected. 

Best Practices for Implementing AI Access Controls 

To prevent unauthorized access and safeguard company data, businesses should follow a structured approach to access control implementation. Microsoft provides a Copilot Adoption Workbook, which categorizes security into three levels: Baseline, Core, and Best-in-Class. Below are some key steps businesses should take: 

1. Establish Role-Based Access Controls (RBAC) 

Not all employees need access to the same data. Implementing role-based access ensures that only authorized personnel can view specific information. Define access levels based on job functions and limit access to sensitive files. 

2. Audit Existing Permissions 

Before integrating AI tools, businesses should review and refine their existing security settings. This includes: 

• Identifying which users have access to critical files. 

• Removing unnecessary permissions. 

• Ensuring that AI companions like Copilot do not expose hidden security weaknesses. 

3. Secure SharePoint and Microsoft 365 Environments 

Since Copilot relies on existing Microsoft 365 data sources, companies must: 

• Restrict the use of anonymous sharing links. 

• Enable multi-factor authentication (MFA) for added security. 

• Implement expiration policies for shared links and guest access. 

4. Implement Data Classification and Labeling 

Using Microsoft’s Sensitivity Labels within Microsoft Purview helps classify and protect information based on its confidentiality level. Businesses can apply labels to files and emails to restrict access based on security policies. 

5. Continuously Monitor and Update Security Policies 

Security is an ongoing process. Companies should routinely assess their policies, audit user permissions, and leverage AI security tools to monitor data access patterns for potential threats.

How a Managed Services Provider (MSP) Can Help 

Implementing AI security controls can be complex, especially for businesses unfamiliar with Microsoft’s security ecosystem. A Managed Services Provider (MSP) can help businesses: 

• Assess Current Security Posture: Conducting security audits to identify vulnerabilities before Copilot is deployed. 

• Optimize Permissions and Access Controls: Ensuring that only the right people have access to sensitive data. 

• Implement Best Practices from Microsoft’s Copilot Adoption Workbook: Aligning security levels (Baseline, Core, Best-in-Class) with business needs. 

• Provide Ongoing Security Monitoring: Continuously managing security settings and responding to potential threats. 

• Offer AI Security Training: Educating employees on best practices for data security and AI use.