Before enabling Microsoft Copilot, ensure your SharePoint environment is AI-ready. Learn the 5 critical areas to assess for better security, compliance, and efficiency.
Why SharePoint Readiness is Critical for Copilot Success
Microsoft Copilot is revolutionizing workplace productivity by integrating AI into everyday tools. But here’s the catch: AI is only as good as the data it learns from.
If your SharePoint environment is cluttered, unstructured, or has poor governance, Copilot could surface outdated, irrelevant, or even sensitive data to the wrong people. Before enabling Copilot, you need to assess your SharePoint environment to avoid security risks and inefficiencies.
So, how do you know if your SharePoint is AI-ready? Let’s get into the five critical areas you need to check before rolling out Copilot.
1. Permissions & Security: Who Has Access to What?
The Risk:
Imagine Copilot suggesting a confidential HR file to the entire company- because of overly broad permissions.
When Microsoft Copilot processes data, it follows SharePoint’s existing permissions model. If access controls are too broad or misconfigured, users might get AI-generated insights based on sensitive or confidential data they weren’t supposed to see.
What to Check:
Are permissions properly assigned, or do too many people have access?
Are there anonymous or guest links that could expose sensitive data?
Are security groups structured correctly, or do users have unintended access?
Remember: A permissions audit helps ensure Copilot only pulls data from the right sources.
2. Data Quality: Cleaning Up Before AI Takes Over
The Risk:
AI learns from all your data, including outdated, duplicate, and irrelevant files- leading to poor recommendations.
Copilot relies on existing SharePoint content to generate responses. If the data is outdated, duplicated, or poorly structured, Copilot’s recommendations may be incorrect, misleading, or incomplete.
What to Check:
How much redundant or outdated content is in your SharePoint?
Are there duplicate files that could cause confusion?
Is content properly tagged and structured for easy retrieval?
Tip:A structured, well-maintained SharePoint ensures AI serves useful and relevant insights.
3. Compliance & Governance: Avoiding Costly Mistakes
The Risk:
What to Check:
- Are documents stored in compliance with data protection regulations (GDPR, POPIA, etc.)?
Do you have retention policies to prevent unauthorized exposure?
Are sensitive documents properly labelled with compliance tags?
Tip:Strong governance ensures Copilot aligns with your compliance strategy.
4. Metadata & Content Organization: AI Needs Structure
The Risk:
What to Check:
Are files consistently labelled with metadata for easy discovery?
Do you have a clear folder structure that aligns with business needs?
Is SharePoint search optimized with keywords and content types?
FYI:AI works best when content is organized, searchable, and well-tagged.
5. Migration & Cleanup: Preparing for the Future
The Risk:
What to Check:
Are there orphaned files left behind from past projects?
Is old data archived properly instead of cluttering active sites?
Are there unused workflows or outdated automation that need removal?
Tip:Decluttering SharePoint before enabling Copilot prevents unnecessary AI distractions.
In Summary
Final Thoughts: Protect Your SharePoint Before Deploying AI
Microsoft Copilot is a powerful tool, but AI is only as good as the data it accesses. By addressing permissions, data quality, compliance, metadata, and cleanup, you can ensure that:
Copilot respects security policies and only provides relevant results.
Employees get accurate AI-generated insights instead of outdated information.
Ensuring your SharePoint is ready for Copilot can feel overwhelming- but you don’t have to do it alone.
Want to test your SharePoint readiness?
Get a Sharegate Copilot Readiness Assessment.
The Assessment:
Audits your permissions & security gaps
Identifies outdated & duplicate content
Ensures compliance & governance best practices
Optimizes metadata & SharePoint structure
Helps you prepare for AI-driven productivity
Before you enable Copilot, let’s make sure your SharePoint is secure, optimized, and AI-ready.
