Working securely with AI in Microsoft 365
As soon as AI gets access to your company data in Microsoft 365, additional protection is needed. Secure Workspace takes care of that: you set the policy, we handle the technical implementation.
AI reads your entire company in seconds
AI tools search through thousands of documents in SharePoint, OneDrive, Outlook and Teams in no time. Handy. But without the right safeguards, sensitive information can suddenly surface in an answer. Not because AI does something wrong, but because it sees what an employee is allowed to see.
“An employee asks an AI tool for a customer overview. The tool finds, deep in a subfolder, a document that was once shared by a former colleague with ‘everyone in the organisation’ and forgotten ever since, containing internal margins and meeting notes.”
Three layers of protection on top of Modern Work
Labels on your information
Microsoft Purview automatically scans and labels sensitive documents: ID numbers, financial data, contracts. That way the system knows what needs to be protected.
Data Loss Prevention
Based on those labels, actions are restricted: encrypting, blocking pasting into an AI tool, and blocking sharing to private email.
Oversight and alerts
Insight into how employees share and which AI tools they use, with an alert the moment something unusual happens.
Exactly what you get on top
Secure Workspace builds on Modern Work. This is what the security layer concretely adds.
| What it does | Modern Workspace | Secure Workspace | Explanation |
|---|---|---|---|
| Labelling documents (Confidential, Internal…) | Manual | Automatic | With Modern, employees choose themselves; with Secure it happens automatically based on the content. |
| Scanning and automatically labelling existing documents | – | Old files in SharePoint and OneDrive get a label after all. | |
| Encryption of confidential documents | Only people (or agents) with the right permissions can open files. | ||
| Preventing sensitive info from leaving via email | Basic | Extensive | With Secure, also rules for attachments, links and more detail. |
| Preventing sensitive info from ending up in a Teams chat | – | For example: pasting a payslip into a chat is blocked. | |
| Preventing data from leaking onto USB sticks or into browsers | – | Including uploading to private email or pasting on other websites. | |
| Oversight of AI use (Claude, ChatGPT, Copilot) | – | See who pastes what into an AI tool and block unsafe actions. | |
| Flagging unusual employee behaviour | – | For example: someone downloads 200 files just before leaving the company. | |
| Log of who opened, changed or shared what | Limited | Complete | Important for audits and in the event of a data breach. |
| Custom detection patterns (customer numbers, contract codes) | – | The system learns patterns that only occur within your organisation. |
You set the policy, we handle the tech
What you decide policy, one-off
- Defining which types of information count as sensitive
- Deciding per type who may and may not access it
- Deciding which widely shared or outdated documents are cleaned up
- Defining what AI tools are and are not allowed to access
What we + Secure Workspace do tech
- Scanning and automatically labelling all existing documents
- Labelling new documents immediately as they are saved
- Automatically encrypting confidential information
- Preventing employees from pasting sensitive info into AI tools
- Raising the alarm on suspicious behaviour from employees and AI tools
Secure with AI in three steps
Assessment policy-driven
We map out your information flows and storage locations. You decide which categories are sensitive; we flag the technical risks.
Design you decide on the policy
We define labels, rules per label and access for AI tools. Our advice: start with a limited number of labels and expand gradually.
Implementation we do the technical work
We activate Secure Workspace, configure the rules, scan and label existing documents and set the conditions for AI use.
Protecting is cheaper than recovering
And perhaps most importantly: with Secure Workspace you deploy AI with confidence, instead of postponing it out of caution.
- A data breach reportable to the regulator is costly: fines, recovery and reputation
- Loss of competitively sensitive information hits your revenue
- Customers and insurers increasingly demand demonstrable security
Proud of our happy partners
"A great company with highly skilled staff who are always there for you. We've been working with IT-gemak for years and couldn't be happier. Keep up the great work!"
"True professionals! We've been loyal customers for years and we're happy to stay that way. Highly recommended. Thanks for the great service!"
"A company that thinks along with you but also isn't afraid to be critical. They gave us sound advice during our merger. That's why I insisted that IT-gemak remain our IT partner."
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