Use case

Prepare your content for Copilot

Last updated Oct 20, 2026 AI Governance Access & Sharing

SharePoint

OneDrive

Copilot

AI summary

Before Copilot uses your content in answers, use Rencore Governance to find and fix common problems like oversharing, missing sensitivity labels, and outdated files. Built-in policy templates help you identify and prioritize cleanup work across SharePoint, OneDrive, and external sources, reducing risks to your data and security.

Get your content ready before Copilot finds it. Rencore Governance finds widely shared sites and links, sites without a sensitivity label and old or trivial files, so you can fix them first.

Applies to

Copilot answers from what each user can open, so content that is shared too widely, has no sensitivity label or is long out of date ends up in answers.

Who it is for: the Copilot program lead, security and data protection teams, and the IT governance lead.

Steps

Fix oversharing first. Follow Find and fix oversharing for links shared with everyone or anyone, and sites with broken permission inheritance.
Find sites without a sensitivity label. Rencore Governance needs consent to scan sensitivity labels. Then turn on the label policy below: create a policy from a template.
Find redundant, obsolete and trivial files by modified date, size and file type. File-level data needs the Files & Folders add-on. Create a custom report or a custom policy on these fields.
Retire what nobody uses. See Archive or delete inactive workspaces.

Step by step: Find Sites and Groups with Missing Sensitivity Labels and Clean Up Redundant, Obsolete and Trivial Content.

Policy templates

When you create a policy on files, exclude system files such as site icons, or they show up as violations too.

Limits

Rencore Governance does not apply sensitivity labels to sites or files.
Duplicate files are not detected by content, and there is no last-accessed date per file. Use the modified date.
A single file cannot be deleted or moved by Rencore Governance.

Frequently asked questions

Which policy template finds sites without a sensitivity label?

Use the SharePoint policy template named SharePoint site collection lacks sensitivity label. Rencore Governance needs consent to scan sensitivity labels before it can find these sites.

How do I find old or trivial files before Copilot uses them?

Find redundant, obsolete and trivial files by modified date, size and file type. Then create a custom report or a custom policy on these fields. File-level data needs the Files & Folders add-on.

Can Rencore Governance apply sensitivity labels or delete files for me?

No. Rencore Governance does not apply sensitivity labels to sites or files, and it cannot delete or move a single file. It finds the content so you can fix it yourself.

Can Rencore Governance find duplicate files or show when a file was last accessed?

No. Duplicate files are not detected by content, and there is no last-accessed date per file. Use the modified date instead.

Why do system files show up as violations when I create a policy on files?

System files such as site icons show up as violations unless you exclude them. When you create a policy on files, exclude system files to avoid this.

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