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Case study · Governance & Copilot Readiness

Getting Microsoft 365 ready for Copilot

How Lincoln Institute found out exactly what was in its SharePoint and who could see it, and made sure Copilot only works from the content it should.

ClientLincoln InstituteSectorVeterinary education and membershipWhereAustraliaPlatformsSharePoint, Microsoft 365, Copilot
ClientLincoln Institute logo
0Items shared with everyone, guests or anonymous links
36SharePoint sites reviewed
494 GBOf content assessed
5,510Items with unique permissions checked
The challenge

Before switching on Copilot, know what it can see.

Copilot can only be as good, and as safe, as the content it draws on. Lincoln Institute wanted to be sure it would not surface stale material or anything people should not see.

Years of growth had left older team sites and personal stores sitting alongside a newer departmental structure, and no single view of where content lived or how it was shared.

What we did

A clear structure first, then a proper assessment.

We set up a governed site structure, then ran our SharePoint Governance and Copilot Readiness assessment across the whole estate.

SharePointCopilotCopilot Readiness Assessment
A naming convention and site structureDepartmental (DPT-) and project (PRJ-) sites, with external sharing only on purpose-built external sites.
Inventory and triageAll 36 sites and 494 GB reviewed and sorted into keep or archive.
Access and exposure review5,510 items with their own permissions checked for oversharing.
Permissions resetInheritance restored across the departmental sites, so access is consistent and easy to manage.
A plan for Copilot18 governed sites kept as Copilot’s working set, and 18 legacy sites (152 GB) archived out of its reach.
The result

A clean bill of health, and ready for Copilot.

No oversharingNothing shared with everyone, external users or anonymous links. Access rated green.
Consistent permissionsBroken inheritance fixed across the departmental estate.
Ready for CopilotA governed working set for Copilot, with legacy content moved out of its reach.
“We wanted to know exactly what Copilot would see before we switched it on. Applecart gave us a clear picture, fixed what needed fixing, and left us with a structure we can keep in order.”
Program Manager, Lincoln Institute
Related serviceGovernance & Copilot Readiness

Know what’s in your Microsoft 365, and who can get to it.

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