AI is one of the most transformative tools for business in this century, and when used strategically, it can give your organization a serious competitive edge.
But AI is only as good as the data you feed it.
Businesses across Canada and beyond are racing to adopt tools like Microsoft Copilot, yet many make the same critical mistake at the start, ignoring data governance.
Without properly governed data, that is, data that’s organized, secure, and accessible, AI tools can return inaccurate, irrelevant, or even risky results.
If you want to use AI effectively and safely, your data needs to be clean, structured, and protected.
Let’s break down why data governance is so important and how to get started.
Why Data Governance Is Critical to Using AI Effectively
Microsoft Copilot doesn’t generate content out of thin air, it pulls directly from your organization’s existing data in Microsoft 365 apps like Word, Excel, Outlook, Teams, SharePoint, and OneDrive.
That means if your data is outdated, redundant, misclassified, or exposed, Copilot’s outputs can quickly become unreliable, or even harmful.
Without proper data governance, your organization risks:
- Surfacing irrelevant or inaccurate AI-generated content
- Exposing confidential or sensitive data to the wrong users
- Undermining trust in AI tools like Copilot
- Falling out of compliance with regulatory or industry standards
- Delaying or derailing your AI rollout altogether
The cost of ignoring data governance is steep.
According to a 2023 Gartner report, poor data quality costs organizations an average of $12.9 million per year in inefficiencies, compliance risks, and missed business opportunities.
Strong data governance should be the foundation of your AI implementation.
What Strong Data Governance Looks Like
To revolutionize your workforce with AI tools like Copilot, you need a strong data governance strategy. Here’s what that looks like:
1. Data Assessment
Start with a comprehensive audit of your Microsoft 365 environment:
- Identify outdated or unused files
- Flag data silos or duplicated content
- Evaluate where sensitive information lives
2. Structured Organization
Set clear rules for how data is stored and named across:
- SharePoint sites
- OneDrive folders
- Microsoft Teams channels
This structure enables Copilot to surface relevant info quickly and accurately.
3. Permissions & Access Controls
Not everyone needs access to everything. Use:
- Role-based access
- Sensitivity labels
- Multi-factor authentication to keep sensitive content protected and ensure Copilot doesn’t pull the wrong info.
4. Classification & Compliance
- Classify and tag your data based on:
- Sensitivity (e.g., confidential, internal, public)
- Retention policies
- Regulatory requirements (PIPEDA, GDPR, HIPAA, etc.)
5. Ongoing Maintenance
- Data governance is an ongoing process. This requires:
- Regular cleanup and review
- Policy enforcement
- Employee education
The Better Your Data, The Better Your AI!
Clean, organized, secure data is essential to every IT strategy, and critical when integrating AI tools like Copilot. Good data governance leads to:
- Better Copilot performance
- Greater trust in AI-generated content
- A stronger cybersecurity and compliance posture
- Faster, smarter decision-making across your workforce
Data is the fuel AI runs on. If it’s dirty, diluted, or the wrong type, you’ll never get the speed, safety, or efficiency you’re promised.
Is your Data ready for AI?
Sure Systems offers a Free AI Readiness Assessment that includes a data governance evaluation tailored to your environment.
We’ll help you:
- Audit your current data landscape
- Implement best practices for structure and compliance
- Set up policies to keep your data secure, clean, and Copilot-ready
Don’t fall behind. Now is the time to act.
Are You AI Ready? Let’s Find Out.
At Sure Systems, we make AI readiness simple for Canadian businesses — so you can work smarter, move faster, and stay ahead.
We’re offering a free AI Readiness Assessment to help you:
- Evaluate your current systems
- Plan your upgrades
- Get the most from Microsoft Copilot
Start building your AI-powered future today.