Who decides which of our files count as sensitive?

You do. Your leadership knows which records are confidential. We help you turn those decisions into a short list of sensitivity labels and data loss prevention rules, apply them, and keep an eye on how well they are being used.

What happens to a departing employee's files and access?

Offboarding runs through our helpdesk. We remove the person's access, hand their OneDrive files to the right manager, and check for links they created that are still open. That stops old access from lingering where Copilot could reach it.

Our SharePoint needs a complete rebuild. Can you do that too?

Large restructuring work, such as a new site architecture or a migration, is a project rather than day-to-day support. We deliver it with Regroove, our sister Microsoft consultancy, and then Ceifa keeps the new setup in order once it is live.

Back to home

Managed Copilot Data Hygiene

Copilot reads your files. We keep them in order.

Anything a person can open in SharePoint, OneDrive or Teams, Copilot can quote back to them. As your managed IT provider, Ceifa looks after that content every month: closing links that share too much, removing access people no longer need, labelling what is sensitive and reporting on it. Your staff get useful answers, and confidential files stay with the people meant to see them.

Book a Free Consultation How We Govern Copilot

Left unmanaged

Extra copyOut of dateOpen to too many

Managed by Ceifa

Your files, checked every monthSafe for Copilot to read

Where we keep watch

Copilot does not have its own copy of your data. It works through the same sites, drives and chats your people use, so those are the places we maintain. Tidy, correctly shared content also makes life easier for staff who never touch Copilot.

SharePoint

Every site has an owner

Sites without a clear owner are where old copies and loose access pile up. We record who owns each site, flag the ones nobody claims, and check membership as part of our routine maintenance, so the content Copilot draws on has someone accountable for it.

OneDrive

Personal storage stays personal

OneDrive is for a person's own working files, but it often ends up holding team documents shared with half the company. We spot shared folders that have outgrown OneDrive and help move them to a team site, and we handle a leaver's OneDrive as part of offboarding.

Teams

Guests and channels kept current

Guests from a project that ended two years ago can still be sitting in a team. We review guest accounts and inactive teams on a schedule, and archive or remove what is no longer needed, with your approval.

Everywhere in your tenant

Broad links closed as they appear

Links that open a file to the whole company, or to anyone on the internet, get created every week. We look for new ones on a regular cycle and close or narrow the risky ones, so Copilot cannot pass that content to people who should not see it.

Labels on what is sensitive

You decide what counts as confidential: payroll, client records, board papers. We set up sensitivity labels to match and track how widely they are applied, so protection follows the file wherever Copilot finds it.

Joiners, movers and leavers

Most access drift starts with a role change or a departure. Our user lifecycle process adds, adjusts and removes access as people move, which keeps your file permissions from slowly sprawling again.

From onboarding to monthly upkeep

OnboardFixMaintain

Step 01

Map your tenant during onboarding

When you become a managed client, we take stock of your sites, teams, shared drives and external sharing settings, so we know where the risky content lives before anything changes.

Step 02

Close the riskiest access first

Company-wide and anonymous links on sensitive folders, forgotten guests, and sites open to everyone get fixed first, because those are the gaps Copilot is most likely to expose.

Step 03

Agree owners and labels with you

We sit down with your team to confirm who owns each important site and which kinds of information need a sensitivity label. Your people make the business calls; we put them into effect.

Step 04

Tidy up, with your approval

Duplicate copies, abandoned teams and out-of-date libraries are archived or removed only after the owner signs off. Nothing important disappears without a person saying yes.

Step 05

Check it in monthly reporting

Your monthly report shows new broad sharing, guest accounts, label coverage and anything we fixed, so leadership can see the state of your data without asking.

Step 06

Repeat as people come and go

Onboarding, role changes and departures run through our helpdesk and lifecycle process, so access stays tied to the job a person does today, not the one they had three years ago.

Clean data is one piece of running Copilot safely. The policies around it, such as data loss prevention, licence reviews and which AI tools staff are allowed to use, are covered under managed Copilot governance. For how AI fits into our wider managed IT service, see managed AI and Copilot security.

Frequently asked questions

It is part of managed IT. Files, links and guest accounts change every day, so a single cleanup goes stale quickly. We fix the urgent gaps when you join, then keep checking as part of routine maintenance and show the results in your monthly report.

Wondering what Copilot can see today?

Book a call and we will walk through how your files are shared now, what we would fix first, and how we would keep it that way as your managed IT provider.

Book a Free Consultation