Part 1: The 90-Day Purview Rollout Plan — From Inventory to Impact

Why Copilot readiness starts with Purview 

Microsoft Copilot is transforming productivity, but it’s not the only reason to rethink your security strategy. Whether you’re getting ready for AI or enhancing your organization’s security stance in Microsoft 365, your organization’s security relies on one factor: your data. 

Copilot and other Microsoft 365 services rely on your existing content. If that content is unlabelled or overshared, you risk exposing sensitive information and confusing users. That’s why security and Copilot readiness in Microsoft 365 starts with Microsoft Purview Information Protection.  

Why Information Protection First? 

Before you start using Copilot or any AI-powered feature, you need solid guardrails. Here’s why: 

• Copilot respects permissions, but oversharing increases risk. If files are shared too broadly or without expiry dates, Copilot may reveal sensitive information to the wrong individuals. 
• Information Protection offers consistent safeguards. Sensitivity labels and DLP policies ensure that AI remains secure and valuable rather than a security liability. 
• Purview is the platform for this. It allows you to discover → classify → label → protect → monitor your data across Microsoft 365. 

Think of Purview as the foundation for everything else. It’s how you tidy up, maintain, and oversee your workspaces to ensure collaboration stays secure and compliance remains a priority. Purview gives you the tools to discover, classify, label, and safeguard your data across Microsoft 365, establishing a secure foundation for collaboration and compliance. With sensitivity labels and data loss prevention (DLP) policies, Purview converts your data from a potential risk into a trusted asset. 

However, Purview is not like simply flipping a switch. Implementing it properly requires visibility, careful planning, and a structured rollout. In our recent webinar, Copilot and Security Readiness: Your 90-Day Plan, we shared a three-phase approach—Plan, Pilot, and Rollout—that makes Purview deployment practical and effective. 

This five-part blog series will guide you through completing your Purview deployment in just three months, helping you confidently unlock Copilot and strengthen your Microsoft 365 security posture. In Part 1, we establish the groundwork with a phased rollout plan and introduce the tools that make each step easier. 

Phase 1: Plan and Inventory

Before you start applying labels or enforcing policies, you need to know what you’re working with. Where is your data stored? Who has access? How is it being shared? Without this visibility, deploying Purview is like trying to organize a closet in the dark or you’ll miss the things that matter most.

Phase 1 or Month 1 is all about planning and discovery. Your goal here is to create a baseline for your Microsoft 365 environment so you can make informed decisions later.

Here’s what to focus on:

• Inventory SharePoint, OneDrive, and Teams. Map out where your content lives and how it’s being used.
• Baseline oversharing and ROT (Redundant, Obsolete, Trivial data). Identify files that are overshared or simply taking up space.
• Identify Sensitive Information Types (SITs) and risks. Spot sensitive data and areas where exposure could occur. Note: SITs are predefined, customizable patterns in Purview.

Why this matters: 

Most organizations face surprises, such as many inactive SharePoint sites or files shared externally without expiry dates. Cleaning this up now simplifies your labelling approach and lowers risks before Copilot starts surfacing data. 

Use the right tools: 

The M365 Tenant Dashboard is a game-changer here. It offers a clear view of your environment, highlighting overshared content, orphaned sites, and external sharing vulnerabilities. It’s not just for cleanup; it’s an ongoing governance tool that helps you keep visibility and control long after rollout. 

Our biggest advice here is not to do the planning stage alone. Involve department leaders early to understand data flows and what is considered sensitive. Their input will help shape your labelling taxonomy in the next phase. 

Real-world example: 

A mid-sized healthcare organization in Ontario ran an audit and discovered that 70% of its SharePoint sites hadn’t been touched in over a year. That’s a lot of digital clutter! By archiving those outdated sites, they cut storage costs and made their labelling strategy far easier. 

Another surprise? They found hundreds of files shared externally with no expiration dates. That’s a big risk if Copilot starts pulling from those files. By revoking access early and tightening sharing policies, they closed the door on potential data leaks before they could happen. 

Phase 2: Pilot and Validate  

Now that you’ve cleaned up and mapped your data, in month 2, it’s time to test Microsoft Purview in a controlled, low-risk setting. Think of this phase as your dress rehearsal before the ‘big launch.’ Piloting in a controlled, structured environment helps you identify issues early, adjust your strategy before they affect the broader organization, and give users a chance to build confidence with new tools and processes. 

Start small and keep it simple. Begin with 3–5 sensitivity labels that cover your most critical data categories. Labels like “Highly Confidential,” “Internal Use,” and “Public” are often enough to get started. Overcomplicating things at this stage can confuse users and slow adoption. 

To ensure your pilot's success, focus on three essentials: 

• Clarity in labelling: Labels should be immediately apparent. Avoid vague or overly technical language. If users hesitate or guess, they’ll either mislabel or skip labelling altogether.  
• Policy alignment: Review your data loss prevention (DLP) and sharing policies to ensure they do not block legitimate collaboration. For example, avoid preventing external sharing for all content types and restrict it only to sensitive categories.
• User training: Even a brief guide or a 30-minute session can significantly boost adoption. Tailored training resources help users understand when and how to use labels, and why it’s important to do so. 

Avoid common pilot pitfalls by addressing them head-on: 

• Using too many or too few labels: An overly detailed taxonomy can overwhelm users; one that’s too vague risks inadequate data protection. Find a balance and refine based on feedback.
• Overly restrictive policies: Blocking all external sharing or encrypting every labelled file can backfire. Test policies with real workflows to ensure they support, rather than hinder, productivity. 
• Lack of user awareness: Without proper training, users may not apply labels correctly or at all. Incorporate labelling prompts into Outlook, Word, and SharePoint to make it part of their daily routine. 

Real-world example:

During a pilot with a Canadian nonprofit, Envision IT introduced just two labels: “Highly Confidential” and “Internal Use.” They tracked how often these labels were applied and quickly spotted gaps where sensitive files were left unlabelled. By addressing those gaps early, they avoided major issues during full rollout and improved user confidence in the system. 

Phase 3: Roll Out and Govern  

With your pilot validated and your labelling taxonomy refined, month three focuses on scaling securely. This is when Microsoft Purview transitions from a test environment to an enterprise-wide deployment, and governance becomes the foundation of sustainable success. 

 Your attention now shifts to applying sensitivity labels consistently across departments, enforcing data loss prevention (DLP) policies, and securing external collaboration. But rollout isn’t just about enabling features; it’s about making sure they function effectively in day-to-day business.  

Here’s what to prioritize: 

• Apply sensitivity labels organization-wide: Expand your pilot taxonomy to all departments, tailoring labels for specific business units as needed. Utilize Microsoft Purview’s reporting tools to track adoption and spot gaps. 
• Enforce DLP policies carefully: Policies should safeguard data without causing obstacles. Test them against regular workflows to ensure they promote collaboration rather than impede it. 
• Secure external sharing: External collaboration is often the riskiest area. Use expiration dates, audit trails, and delegated management to ensure guest access is controlled and compliant. 

One organization found that tightening external sharing policies during rollout significantly reduced risk without delaying projects. By implementing expiration dates for guest access and automating approval workflows, they provided teams with the flexibility they needed while maintaining compliance. 

Envision IT’s Extranet User Manager played a key role here. It simplifies external user onboarding and management, ensuring that guest access is provisioned securely and efficiently. 

Governance is not a one-time task.

As your organization evolves, so should your governance strategy. Schedule regular check-ins with department leaders to ensure policies stay aligned with business needs. Use Purview’s audit logs and insights to refine labels, adjust policies, and respond to emerging risks. 

The goal isn’t to deploy Purview; it’s to embed it into your organization’s DNA. With the right tools and ongoing oversight, you’ll build a secure, scalable foundation for Copilot and beyond. 

Key Takeaway – Purview in 90 Days Is Achievable 

Implementing Microsoft Purview within 90 days may seem ambitious, but with the right strategy, it’s completely achievable. Adopting a phased approach that progresses from visibility to validation to governance allows IT teams to transform their Microsoft 365 environment into a secure, scalable, and well-managed foundation for Copilot and beyond. 

Each phase supports the next. Month one provides insight into your data landscape. Month two confirms your labelling strategy through a controlled pilot. Month three expands your efforts with governance that aligns with real-world workflows. The outcome is a Microsoft 365 environment where sensitive data remains protected, collaboration is more efficient, and AI tools like Copilot can be used safely and effectively. 

This isn’t just about compliance; it’s about transforming your data into a strategic asset. With Purview in place, you reduce risks, simplify collaboration, and build trust throughout your organization. Whether your goal is Copilot readiness or simply enhancing your data protection posture, Purview offers the framework and tools to help you achieve it. 

And the best part? You don’t have to do it alone. Envision IT offers proven tools like the M365 Tenant Dashboard for cleanup and ongoing governance, and Extranet User Manager for secure external collaboration, along with expert guidance and training to ensure a smooth, scalable rollout aligned with your organization’s real-world needs. 

Next Steps

Ready to start your own 90-day rollout? Begin with a free scan of your M365 Tenant using the M365 Tenant Dashboard to get immediate insights into your Microsoft 365 environment. Launch your free scan → 

Stay tuned for Part 2: Why Oversharing Is Your Biggest Copilot Risk (and How to Fix It). We’ll explore the hidden internal sharing risks that Copilot can amplify—and how to address them before they become issues. Labelling That Works and Building a Taxonomy That Users Actually Use. 

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Watch On-Demand! 

Copilot and Security Readiness: Your 90-Day Plan for Microsoft 365 Information Protection 

Learn how to build a governance-first strategy that ensures safe, compliant AI adoption. In this session, we walk you through actionable steps for implementing Microsoft 365 Information Protection using Microsoft Purview. 

Watch Now >