Microsoft 365 Copilot: A guide to protecting business data

Data protection has become a priority for businesses, and adopting advanced tools like Microsoft 365 Copilot requires understanding and mitigating its associated risks. Knowing and implementing protection strategies and security policies is essential for businesses to leverage Microsoft 365 Copilot effectively, maximizing both its utility and security.

Achieving this requires implementing robust Cyber Security measures and keeping compliance regulations up to date. Additionally, continuous employee training on secure practices and the proper implementation, management, and updating of advanced technologies are essential to minimize vulnerabilities and protect business data integrity.

Components of Microsoft 365 Copilot

Microsoft 365 Copilot is a tool designed to enhance workplace efficiency through advanced AI models, as we explored in additional detail in What is Copilot Microsoft 365 and how it can help you in your work.

Integrated with Microsoft 365 applications, Copilot is a powerful assistant that uses natural language to transform words into content, analyses, or productive actions.

Microsoft 365 Copilot has four key components designed to improve productivity and collaboration in a business environment:

• Language models (LLM): These AI systems enable Copilot to understand and respond to user requests.
• User data (Microsoft Graph): Includes emails, calendars, chats, and documents accessible to the user.
• Microsoft 365 applications: Such as Exchange, SharePoint, Teams, and OneDrive, which serve as information sources for Copilot.
• Internet: To supplement information and provide more comprehensive answers.

📎 Microsoft Graph allows Copilot to access and analyze all this user information (in accordance with access permissions and information classification) to understand requests and provide accurate, useful, personalized, and contextually relevant responses.

Microsoft 365 Copilot enhances productivity but requires a comprehensive security approach to protect data and ensure compliance.

Security, compliance, and privacy

Microsoft has built Copilot on a solid commitment to security, protecting user data and information at all times. Responsible AI usage policies, alongside robust security measures, meet compliance and privacy standards.

Risks to information

Copilot adoption involves various information risks that must be appropriately managed to avoid compromising data integrity and confidentiality, including:

• Information overexposure: Facilitating direct access to a large amount of data may lead to sensitive information exposure without proper classification.
• Leakage of personal or sensitive information: Improper classification and incorrect permissions can compromise confidentiality and document integrity.
• Misinformation: Inappropriate data handling may result in inconsistent or erroneous responses. Proper version management and information classification are crucial to avoiding such issues, commonly called AI hallucinations.

⚠️ LLMs can compromise privacy by generating information consistent with personal data, even without storing that complete information. They may also produce incorrect or misinterpreted content about individuals, affecting their reputation and personal data integrity. Learn more →

With appropriate protection and governance policies, it is possible to maximize the benefits of this tool while minimizing associated risks.

Data protection strategies in Microsoft 365 Copilot

To mitigate the risks associated with adopting Copilot, it is essential to implement robust data protection and governance policies. Here are some key strategies:

• Access protection: Managing permissions to adhere to the principle of least privilege is crucial. This helps prevent oversharing and protects sensitive information.
• Information protection: Knowing, identifying, and labeling data based on its sensitivity is imperative. Security measures like encryption and Data Loss Prevention (DLP) ensure information remains protected.
• Data lifecycle management: Streamlining the creation and deletion of unnecessary data silos is essential to maintaining data security and management efficiency. Auditing and monitoring data usage also help detect inappropriate behaviors and enable corrective actions.

Information protection lifecycle

Adopting Copilot requires a thorough review of security configurations and the implementation of appropriate measures to protect data throughout its lifecycle, including:

• Configuration review: Assessing default collaboration permissions and Teams and SharePoint management policies to ensure sensitive data is not exposed.
• Classification and protection: Conducting landing activities to build the information lifecycle according to the organization’s context. Implementing security measures ensures that Copilot accesses only permitted information, reducing security risks.
• Monitoring and response: Determining the tools and processes needed to maintain a lifecycle aligned with organizational needs and adapting to new situations to respond effectively to incidents.

Proactive security management and proper information classification are essential for a safe and efficient work environment.

Telefónica Tech’s proposal for data protection in Microsoft 365 Copilot adoption

Every client has specific needs, and data protection strategies must adapt to those needs. At Telefónica Tech, our data protection proposal for Copilot adoption includes:

• End-to-end involvement: From identifying needs to executing remediation.
• Expert team: Specialists in Microsoft 365 and cybersecurity with experience in security assessments for Copilot adoption.
• Adaptation to support needs: Aligning infrastructures and models with client business case execution requirements.

Conclusion

Adopting Microsoft 365 Copilot presents both opportunities and challenges in terms of data protection. With appropriate protection and governance policies, it is possible to maximize this tool's benefits while minimizing associated risks.

The key lies in proactive security management, proper information classification, employee training, and robust protection measures to ensure a safe and efficient work environment.