In the era of digital transformation, businesses are increasingly turning to AI-powered tools like Microsoft Copilot 365 to enhance productivity. However, before adopting such tools, it’s crucial that you ensure the security of your organization’s internal data. After all, some internal data is not meant for all employees’ eyes (e.g., payroll information). So how do you ensure data readiness before deploying Copilot for Microsoft 365, and then sustain that security after deployment?

Steps to secure your data

1. Run a risk assessment

Copilot for Microsoft 365 pulls information from anywhere it has access to. This is why it’s critically important you know where all your sensitive data “lives” inside the 365 environment. That includes data on-premises, in the cloud, and on employees’ devices. If it’s not in your organization’s budget to have an outside party conduct a risk assessment for you, you can do it with Microsoft’s eDiscovery feature. This feature allows you to search for and identify sensitive information in your library. You’ll need to run separate searches for things like social security numbers, bank routing numbers, credit card information, and so on. You’ll also need to review the permissions of each workspace with access to sensitive information to confirm if the correct controls are in place.

2. Establish robust access controls

Implement strong access controls to ensure only authorized personnel can access sensitive data. This could include multi-factor authentication, role-based access control, and regular audits of access logs. Clean up permissions to prevent unauthorized access. You’ll need to do this by either going through each container to adjust permissions, or, if you use security groups, adjust permissions by groups.

3. Enact and enforce policies

If you have not done so already, take a proactive approach to implement policies that impose secure practices. One example would be to limit membership to specific Microsoft Teams that contain confidential information.

4. Train Your staff

Your staff are the first line of defense against cyber threats. A Gartner study last year revealed that among organizations that have encountered an AI-related security incident or privacy breach, 60% reported that data was compromised by an internal party. Regular training is the only safe way to help staff understand the importance of data security and how to spot potential threats.

Maintaining data security

Securing your internal data and doesn’t end with these few steps. It is particularly important that after establishing a secure and compliant environment for your data, you take ongoing action to keep it that way! You should periodically perform security audits to identify potential vulnerabilities, regularly re-train staff (and train new personnel), and provide oversight to ensure policies are being enforced. Keep software patched and updated, and backup your data regularly. Finally, make sure to choose partners (such as the provider of your Microsoft 365 platform) who have an equal level of commitment to security.

Remember, data security is not a one-time task, but an ongoing process that requires vigilance and commitment. To allow your organization to experience all the benefits and  transformative power of AI tools like Copilot for Microsoft 365, it is critical you first ensure the internal data it will be accessing is secure.