AI Privacy & Governance in SharePoint + Purview helps protect your organization’s secret files and data. It’s like having a smart security guard who learns the rules and checks every file. This article explains how it works, why it matters, and how you can set it up safely.
What Is Data Privacy in SharePoint?
SharePoint data governance means setting clear rules about who can see and use your company files. Purview adds an extra layer of protection. It tags files, checks privacy rules, and controls access automatically. Think of it as a filter that only lets the right people through.
Core Concepts & Benefits
Using AI Privacy & Governance in SharePoint + Purview brings key benefits:
- Automatic sensitivity labeling tags confidential files.
- Access control ensures only approved users open them.
- Compliance tracking logs who saw or edited files.
- Risk reduction avoids data leaks or errors.
How to Set Up Privacy & Governance
- Define sensitivity labels
- Create labels like “Public,” “Internal,” or “Highly Confidential” in Purview.
- Configure automatic labeling
- Use AI to scan files for keywords or patterns.
- Apply data loss prevention (DLP) rules
- Block sharing of labeled sensitive content outside allowed users.
- Set access policies
- Limit file access by roles and departments.
- Enable audit logging
- Track who views, edits, or shares sensitive data.
- Educate users
- Teach staff how labels work and why they matter.
- Teach staff how labels work and why they matter.
Real‑Life Examples & Metaphors
Think of your SharePoint as a high-security vault. Purview acts as the vault guard:
- HR folder gets labeled “Highly Confidential.”
- Finance reports trigger DLP and only team members can open them.
- If someone tries to share outside, Purview stops it.
Common Mistakes & How to Avoid Them
| Mistake | Fix |
| No clear label definitions | Define label categories and examples clearly |
| Weak auto-label policies | Use AI rules based on keywords, regex, or file types |
| Forgetting DLP setup | Add DLP after labeling to prevent leaks |
| No audit review | Regularly review logs to catch unusual access or sharing |
| Limited user training | Provide simple guides and reminders about handling sensitive content |
Tools & Strategies to Use
- Microsoft Purview: Defines labels, rules, and monitors usage
- SharePoint Online: Hosts labeled documents, enforces policies
- AI labeling rules: Detect keywords or patterns like SSNs or salaries
- DLP policies: Block or encrypt sensitive content sharing
- Audit logs: Track who accessed and shared files
Conclusion
AI Privacy & Governance in SharePoint + Purview protects your secret files while letting people work freely. It ensures:
- Sensitive data stays hidden
- Only authorized users can access it
- Every file use is tracked
- Compliance rules are always met
Secure your sensitive data with 200OK Solutions’ AI Privacy & Governance setup using SharePoint + Microsoft Purview. We help you define smart policies, apply automatic sensitivity labels, block unauthorized sharing, and track every access — all with intelligent, automated tools. Whether it’s HR records or financial reports, our solution ensures your files are safe, compliant, and only seen by the right people.
Let 200OK Solutions turn your SharePoint into a fortress of smart data protection.
