Unlock AI value from long-term archived content without exposing sensitive data
Artificial intelligence, including tools like Microsoft Copilot, offers unprecedented opportunities for insight, automation, and decision-making. But these systems are only as reliable as the data they consume. Without careful management, organizations risk exposing sensitive information or feeding AI outdated, corrupted, or incomplete data, undermining trust and compliance.
Letting enterprise AI tools access long-term archived information delivers strategic value that goes well beyond operational efficiency. It can aid better decision making based on a more complete organizational memory. AI tools could be used to help identify historical trends, patterns, and precedents, compare current activity with past decisions, outcomes, and risks and surface institutional knowledge that might otherwise remain hidden. It can take previously “dark data” and help it become a strategic resource.
With controlled access to preserved archives, AI can speed up the discovery of archived files records for audits, investigations, or FOIA requests, help accurately summarize large volumes of information in seconds and answer complex questions about the information without manual research.
The accuracy of outputs from AI tools, and our confidence in them, isn’t possible unless we know it is using, or has been trained on, archived data that is authentic, unaltered, can be understood in context and is available in readable formats.
The other side of the AI coin is about restricting it's access to certain content, such as sensitive, restricted or legally protected records. For IT leaders they need to adapt to AI led initiatives and they have valuable archived data in the organization but how can some of it be made easily available to AI tools for training or to be queried how can everything else be securely protected?
With a consolidated Digital Preservation archive embedded within Microsoft 365 organizations can use their Microsoft rules & tools to centrally govern what AI can access and what it must never see. They gain a single, authoritative view of their information, and because archived files can be easily retrieved, trusted and readable they gain more flexibility to deliver new AI digital capabilities faster.
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