Oversharing in the age of AI - Navigating data security and governance challenges

In the era of artificial intelligence, tools like Microsoft Copilot are revolutionizing how we interact with digital content. They bring power and precision to our fingertips, enabling us to harness vast amounts of data with ease. However, this convenience also introduces a significant risk: oversharing. Just as a misdirected message in a group chat can cause unintended consequences, AI-driven tools can inadvertently expose sensitive data to the wrong audience.

Understanding Oversharing

In platforms like Microsoft 365, oversharing can occur when too much information is shared too broadly, either intentionally or accidentally. This could mean a file intended for a small team is accessible to the entire organisation, or external partners gain access to internal documents. The equivalent of showing someone your entire photo album when they only need to see a single picture, oversharing is not only inefficient but also poses a substantial risk to enterprise data compliance.

The Risks of Oversharing

Oversharing can lead to several dire consequences:

• Data Breaches: Unauthorized individuals may access confidential information.
• Security Vulnerabilities: Sensitive documents can become gateways for cyber threats.
• Compliance Violations: Mishandling data can lead to breaches of corporate or regulatory guidelines.

As AI tools like Copilot integrate deeper into collaborative platforms, the likelihood of unintentional oversharing increases. These tools can surface documents that stakeholders might not even realise they had access to, escalating the potential for privacy and security issues.

How Does Oversharing Occur?

Several mechanisms can lead to oversharing:

• Improperly Configured Sensitivity Labels: Without appropriate labels, sensitive data can circulate freely.
• Overly Broad Access Settings: Sharing settings such as "People in the organisation" can extend access beyond intended limits.
• Accidental External Sharing: External stakeholders might be mistakenly added to internal Teams spaces or document libraries.

Strategies to Mitigate Oversharing

Preventing oversharing requires a deliberate approach:

• Implement Sensitivity Labels: These labels help control access to documents, ensuring sensitive information remains secure.
• Audit Sharing Permissions: Regular checks on who has access to what information can prevent unintended exposure.
• Secure Personal Content: Employees should regularly review their OneDrive files to avoid accidental sharing.
• Manage Sharing Links and Guest Access: Special attention should be given to SharePoint sharing links and guest accesses in Teams to ensure they are appropriately used.
• Educate Employees: Raising awareness about the risks of broad access settings can foster a more security-conscious culture. Train the employees on what needs to be done if any exceptions needs to be raised or configured.

AI's Role in Exposing Oversharing

AI tools can inadvertently reveal overshares by bringing up sensitive documents in inappropriate contexts, such as an internal strategy document appearing in an external presentation prompt. Regular audits and permissions reviews become crucial in an AI-enhanced workplace to prevent such slips.

Microsoft Purview Implementation

Minimise risks that come with oversharing and potential data loss. Use Microsoft Purview and its new Data Security Posture Management (DSPM) for AI insights, along with new Data Loss Prevention policies for Microsoft 365 Copilot, and SharePoint Advanced Management, which is now included with Microsoft 365 Copilot. Automate site access reviews at scale and add controls to restrict access to sites if they contain highly sensitive information.

The integration of AI tools in business processes calls for an enhanced focus on data security and governance. At Blackbook AI, we have expertise in implementing Microsoft Purview and DLP solutions. We offer a comprehensive suite of services to secure various digital environments, including Office 365, SharePoint, email, databases, data warehouses, and advanced analytics solutions such as Synapse, Microsoft Fabric, and PowerBI. Let us help you secure your digital landscape, ensuring your data remains protected and your business is compliant by embracing a secure-by-default strategy and mindset.

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