Copilot and Collaboration: Unlocking AI’s Potential Without Sacrificing Security
Microsoft Copilot is set to transform how businesses collaborate and innovate, providing users with unprecedented access to insights, summaries, and recommendations. By leveraging AI, organizations can work smarter, make faster decisions, and improve productivity across Microsoft 365.
However, introducing a powerful tool like Copilot also requires a reassessment of how your data is shared and managed. Without proper permissions and safeguards in place, Copilot can unintentionally expose sensitive information to individuals who shouldn’t have access, leading to significant business risks.
The Hidden Risks of Oversharing in an AI-Driven Environment
Copilot’s ability to surface information across connected apps—SharePoint, Teams, OneDrive, and more—relies on existing permissions. If those permissions aren’t tightly managed, Copilot could inadvertently pull up confidential data for the wrong people.
Two real-world scenarios highlight the potential dangers:
- HR Data Oversharing:
A customer discovered that employees had unintentionally gained access to confidential salary data stored on a poorly secured HR SharePoint site. The breach led to:- Internal trust issues, as employees became concerned about how their personal data was handled.
- Legal risks, with potential non-compliance under GDPR.
- Exposed Strategic Plans:
Another organization faced significant challenges when information about a sensitive company buyout—including planned redundancies—was accidentally shared. The consequences included:- Internal unrest, as employees reacted to rumours before formal announcements.
- Competitive disadvantage, with critical business strategies leaked to external stakeholders.
In both cases, the oversharing of sensitive information created unnecessary risks that could have been mitigated with stronger permission management practices.
The Financial Cost of Data Mismanagement
The financial implications of oversharing and poor data governance can be catastrophic for businesses.
- Regulatory Fines: With strict data protection laws like GDPR, organizations that fail to secure sensitive information risk fines that can reach millions. For instance, GDPR fines for data breaches can be as high as 4% of a company’s global annual revenue.
- Revenue Loss: Data breaches often erode customer trust, with many customers choosing to stop doing business with companies that have mishandled their data. Research from IBM indicates that the average cost of a data breach is $4.35 million, with long-term revenue impacts continuing for years.
- Operational Disruption: When sensitive data is accidentally shared, businesses often need to pause operations to address the issue, investigate, and implement corrective measures. This downtime can cost companies significant amounts in lost productivity and opportunities.
- Litigation Risks: Breaches of confidential data, such as salaries or buyout plans, may lead to lawsuits from employees or shareholders, further compounding financial losses.
By proactively managing permissions and minimizing oversharing risks, businesses can avoid these financial pitfalls and focus on growth.
Why Permission Management is More Important Than Ever
AI tools like Copilot thrive on open access to data, but this creates a paradox for businesses: the more accessible your data is, the greater the risk of unintentional exposure. A lack of robust permission management can result in:
- Data Breaches: Accidental sharing of sensitive files can lead to regulatory fines and reputational damage.
- Lost Revenue: Breaches erode customer trust and could cost your business millions.
- Operational Chaos: Mismanagement of permissions can disrupt workflows and cause confusion among employees.
How to Prepare for Copilot with Smarter Permission Management
Before integrating Copilot into your business, take a proactive approach to managing permissions:
- Audit Current Permissions: Ensure sensitive files and folders are only accessible to authorized users.
- Monitor Shared Content: Regularly review shared files to prevent accidental oversharing.
- Establish Clear Policies: Educate employees on the importance of proper permission management.
Benefits of Using DeliverPoint to Manage Permissions
DeliverPoint is a robust and established solution trusted by organizations across all industries to manage permissions within Microsoft 365 environments. Here’s how it can help:
- Visibility Into Permissions: DeliverPoint provides a clear view of who has access to what across SharePoint and Teams, ensuring no file or folder is unintentionally shared.
- Real-Time Oversight: Identify and address oversharing issues as they happen. DeliverPoint’s intuitive dashboard makes it easy to monitor permission changes and revoke unnecessary access instantly.
- Adaptable to Microsoft Changes: DeliverPoint is continuously developed to align with the latest advancements and updates within the Microsoft ecosystem, ensuring your permission management stays ahead of the curve.
- Bulk Permission Management: Save valuable time by managing permissions for multiple files, folders, or sites in a single action—perfect for large organizations with complex data structures.
- Safeguard Sensitive Data with Confidence: By integrating DeliverPoint, businesses can confidently introduce Copilot without worrying about accidental exposure of sensitive information.
DeliverPoint empowers administrators and Site owners to take control of permissions effortlessly, making it a vital companion for businesses navigating the new AI-driven workplace.
Conclusion
Copilot represents an exciting step forward for productivity and innovation in Microsoft 365. However, the risks associated with oversharing must be carefully managed to protect your business from breaches, fines, and reputational harm.
Taking the time now to address permission management will enable your business to confidently adopt AI solutions while safeguarding sensitive information.
Ready to embrace the future securely? Start by reviewing your permission practices today and book a demo of DeliverPoint >
