Start with mapping and classification

The first step is to have an overview: the Data Map tool in Microsoft 365 can visually show across the environment where data is located and, through Content Search, reveal its contents. In practice you will discover that on the HR SharePoint there is a folder with personal ID numbers and salaries, which are historical yet still accessible. Such findings allow you to decide what to archive and what to tighten.

The next step is to assign value and rules to documents: sensitivity labels and retention labels help automatically or manually mark materials as internal, sensitive, or subject to GDPR. Based on the labels, protection is activated—encryption, stricter access control, or a ban on sharing outside the organization. This reduces the chance that the assistant or the user will see more than is necessary.

Ongoing management and real-time interventions

Protection does not end with classification; it is important to monitor data behavior. Microsoft 365 can detect anomalies such as mass file downloads, frequent screenshots, or connecting unknown USB devices, typical for example before an employee's departure. Administrators can set up alerts or immediate blocks that prevent mass exports or forwarding to personal emails. This also strengthens compliance with legislation and the stability of processes without reducing work efficiency.