While activating Copilot is straightforward, ensuring sustainable adoption requires thoughtful preparation. Recent data shows that 75% of knowledge workers now use AI at work, with many having adopted it just within the last 24 months. This relatively recent wave of AI adoption presents an opportunity—whether you're planning your initial Copilot deployment or looking to optimize your existing implementation.
These challenges have become increasingly common as organizations rush to implement AI tools. Drawing from AIIM's extensive collection of Microsoft Copilot resources developed over the past two years, we've distilled eight essential steps for successful implementation.
Start by implementing proper tenant settings:
Microsoft Copilot pulls from content that users have access to. As Dave Minasyan, Principal Product Manager for Microsoft 365, explained at the 2024 AIIM Conference, "Copilot = Search. You get to see content that you have access to." This fundamental principle makes thorough preparation critical to success in the AI era.
Implement Inactive Site Policy (ISP) to identify and manage unused SharePoint sites that may contain data accessible to Copilot but no longer actively managed. This reduces the management surface area and helps ensure Copilot only accesses relevant content.
Use Data Access Governance (DAG) Reports to identify content that may be accessible to more users than necessary. Microsoft's enterprise data protection ensures your data is secured with encryption at rest and in transit, with rigorous physical security controls and data isolation between tenants.
Define clear boundaries for Copilot's access to organizational data:
Security setup is vital when deploying Microsoft Copilot. It keeps your company data safe and stops people who shouldn't have access. It also makes sure you follow the rules that apply to your business. Create a detailed security configuration checklist covering:
đź“‘ Resource: Download AIIM's Security Configuration Checklist for Microsoft Deployment for more information. Sponsored by Microsoft.
Modern insider risk management can be enhanced through AI and machine learning capabilities. Here are evidence-based practices for strengthening your organization's insider risk program:
Combine automated monitoring with human analysis for context-aware assessment.
đź“‘ Resource: Download AIIM's AI-Enhanced Insider Risk Management tip sheet for more information. Sponsored by Microsoft.
Regularly update security policies, including data access controls, acceptable use policies, incident response procedures, and data retention guidelines, to address emerging threats and ensure compliance with evolving regulatory requirements. Align your policies with Microsoft's enterprise-grade protections, which include:
Protection against AI security risks
Protected material detection
Customer Copyright Commitment
Safeguards against prompt injections
Conduct regular security training, share updates on emerging threats, and foster a security-conscious culture. A best practice is to tailor training to different role requirements, focusing on the specific risks and responsibilities each role faces.
For those looking to learn more, AIIM is offering a "Microsoft 365 Copilot for Information Managers" virtual workshop on May 22, 2025. This 3.5-hour session covers Copilot fundamentals, compliance and security, configuration, and strategic integration. Led by Microsoft MVP Chirag Patel, the workshop costs $349 for members, $399 for non-members. Register now.
In this workshop, you will learn:
The adoption of AI in the workplace is accelerating rapidly. Users are reporting significant productivity gains, with 90% saying AI helps them save time and 85% noting improved focus on important work. By following these eight essential steps and participating in comprehensive training, organizations can position themselves for successful Copilot implementation while maintaining proper security and governance standards.