Microsoft Purview Data Security

Microsoft Purview Data Security

Why Data Security Matters More Than Ever
As artificial intelligence becomes embedded in everyday business operations, the need for robust data protection has never been more urgent. With 75% of small to medium businesses and nearly 80% of individuals now using AI tools in some capacity, organisations face a growing challenge: how to embrace innovation without compromising sensitive information.

Microsoft Purview has emerged as a critical solution for businesses navigating this. While it has long been part of Microsoft’s compliance and governance ecosystem, its relevance has skyrocketed as companies seek to secure their data.

A New Approach to Data Governance
Traditional data security models often rely on reactive measures responding to breaches or compliance failures after they occur. Microsoft Purview flips this model on its head by enabling proactive governance. Integrated directly into the Microsoft 365 environment, Purview helps organisations identify where their data lives, how it’s being used, and what risks are associated with it.

This visibility is especially important in the context of AI and Automation. As employees use tools like Microsoft Copilot, ChatGPT, and other generative AI platforms, sensitive data can easily be exposed, intentionally or not. Purview allows businesses to set policies that govern how data is accessed and shared, ensuring that AI tools are used responsibly and securely.

Flexible Licensing for Every Business Size

Microsoft offers a range of licensing options, and Microsoft Purview is included in several of these Microsoft licensing types.

Whether you’re a small business using Microsoft 365 Business Premium or a large enterprise with E3 licenses, Purview offers scalable options. Many features are included in Business Premium, while enterprises can add E5 Compliance for advanced capabilities—without the full E5 price tag.

Try Before You Commit: Microsoft-Funded Workshops
For businesses unsure about their Purview needs, there is Microsoft Funding available for security workshops. These one-hour sessions are designed to demonstrate the platform’s capabilities in a hands-on, practical way. They typically include:

• An overview of the data landscape within your organisation.
• Identification of high-risk areas and potential vulnerabilities.
• Use case demonstrations tailored to your industry or business model

Following the workshop, organisations can opt for a more in-depth assessment. This includes scanning environments like OneDrive, SharePoint, Exchange, and  Microsoft Teams to pinpoint where sensitive data resides and how it’s being accessed. While some limitations exist for Business Premium and E3 users, the full E5 license enables a comprehensive audit across all Microsoft 365 services.

The Cloud Challenge – Uncontrolled Growth and Hidden Risks

The shift to cloud-first infrastructure has brought many benefits, but also new risks. In the past, businesses were forced to archive or delete data due to the high cost of on-premises storage. Today, cloud storage is cheap and virtually limitless, leading many organisations to simply buy more space rather than manage their data effectively.

This has resulted in uncontrolled data growth. Without tools to identify outdated files, enforce retention policies, or classify sensitive content, businesses are left vulnerable. Purview addresses this by offering automated data classification, lifecycle management, and access controls all from a single dashboard.

Shadow IT

Another major challenge is shadow IT. Employees often bypass official channels to get their work done, using personal accounts on platforms like Dropbox, Google Drive, WeTransfer, or even WhatsApp. While convenient, these tools create significant cyber security  gaps, especially when employees leave the company but retain access to shared files.

Purview helps mitigate this risk by focusing on the data itself, not just the apps. Instead of blocking tools outright (which often leads to workarounds), Purview enables organisations to control what can be done with data regardless of where it travels. This includes applying encryption, restricting sharing, and monitoring access in real time.

Control Without Compromise

The beauty of Microsoft Purview lies in its balance between control and usability. It doesn’t force users into rigid workflows or block productivity tools. Instead, it empowers businesses to define how data should be handled, ensuring compliance without disrupting day-to-day operations.

This is especially important in the age of AI. As employees increasingly rely on intelligent tools to generate content, analyse data, and automate tasks, organisations must ensure that these tools are used responsibly. Purview provides the guardrails needed to support innovation while protecting what matters most.

Why Microsoft Purview Is a Must-Have

Data is both an asset and a liability. The more data you have, the more value you can extract, but also the more risk you carry. Microsoft Purview helps businesses strike the right balance by offering:

• End-to-end visibility into data usage
• Automated classification and labelling
• Policy enforcement across Microsoft 365 and beyond
• Scalable licensing options for businesses of all sizes
• Support for responsible AI adoption

Whether you’re a small business just starting your compliance journey or a large enterprise managing complex data environments, Purview offers the tools you need to stay secure and compliant.

Partnering with BCN: Your Trusted Guide to Data Governance

At BCN, we are a recognised Microsoft partner with the necessary expertise, access to technology, and skilled personnel to effectively implement data security solutions. We understand that implementing a solution like Microsoft Purview can feel overwhelming. That’s why our team of experts is here to help from initial workshops and assessments to full-scale deployment and ongoing support. We tailor our approach to your business needs, ensuring you get the most out of your Microsoft investment.

Ready to take control of your data and embrace AI with confidence? Contact us  to learn more about how we can help you implement Microsoft Purview and build a secure, compliant future for your organisation.