Strengthen data governance and security in Microsoft 365 with SharePoint Advanced Management (SAM). Learn how to control site access, automate policies, and prepare your environment for Copilot.
Using SharePoint Advanced Management to Improve Governance and Security
SharePoint Advanced Management (SAM) offers a wide range of features that enhance governance and security within an organization, especially when handling sensitive data or adhering to compliance standards.
This article outlines key SAM capabilities and how they help organizations protect content, maintain compliance, and optimize SharePoint environments. Note that all SAM features are part of a Copilot license and are only available to organizations actively using Copilot.
Protecting Data from Being Accessed by Copilot
With sensitive data spread across SharePoint and OneDrive sites, preventing accidental exposure is critical. Without effective governance strategies, confidential content may be overshared or exposed, leading to security incidents or regulatory compliance risks.
SharePoint Advanced Management allows you to choose which content Copilot can access by applying policies at the site or library level. This ensures Copilot only uses the data required for collaboration, automation, and insights.
Copilot works by accessing your OneDrive and SharePoint content to generate summaries and suggestions. That makes it essential to apply proper controls so that no sensitive information is included in AI-generated outputs. Labeling SharePoint libraries or document sets with sensitivity labels adds protection from the start. Labels remain applied even if the content moves between libraries or devices.
Automate Site Lifecycle Management
SAM helps enforce governance with automated site lifecycle policies configured in the SharePoint admin center. Site ownership policies can detect and flag inactive sites, helping you take action before they become security risks.
In the era of GDPR and CCPA, managing permissions across multi-admin SharePoint sites is more important than ever. Without clear governance tools, permissions can be accidentally altered or inherited, increasing the chance of sensitive data exposure.
Using SAM, organizations can centralize governance, enforce storage policies, and limit content oversharing– helping reduce risk and support regulatory compliance.
Licensing Considerations
As of early 2025, Microsoft 365 Copilot licenses now include SharePoint Advanced Management (SAM) features at no additional cost. This integration applies across multiple Copilot SKUs, including:
- Microsoft 365 Copilot
- Copilot for Sales, Service, Finance, and Education
- Copilot for Government (where available)
These SAM features are automatically accessible through the SharePoint admin center and are designed to support secure content collaboration and governance during Copilot deployment.
Included SAM Features with Copilot:
- AI-Powered Insights – Provides proactive recommendations based on site usage
- Site Lifecycle Management – Detects and automates actions for inactive sites
- Site Ownership Policies – Ensures each site has accountable ownership
- Restricted Access Control (RAC) – Restricts access to sensitive content in SharePoint and OneDrive
- Data Access Governance (DAG) Reports – Highlights overshared content to mitigate data leaks
- Block Download Policies – Prevents downloads of sensitive files
- Change History and Admin Actions – Offers a full audit trail of SharePoint site changes and admin activity
Important Notes on Licensing:
- Per-User Licensing: SAM remains a per-user entitlement. Users must have a SharePoint license (K, P1, or P2) as part of a standalone plan or Microsoft 365 suite.
- No Organization-Wide Requirement: Not all users in your tenant need Copilot licenses to take advantage of SAM features—benefits can extend to groups of licensed users.
- Feature Availability May Vary: Some SAM capabilities may be exclusive to certain license tiers (e.g., Microsoft 365 E5) or require additional configuration.
For up-to-date details about your organization’s eligibility, it’s best to review the official Microsoft documentation or speak with our team.
Leveraging More Advanced Functionality
The SharePoint Advanced Management Suite provides an exhaustive set of tools to support governance, security, and compliance. With AI/ML capabilities, SAM can intelligently organize data and automate content processing for better lifecycle control.
IT admins can develop site ownership policies to identify and restrict inactive sites, withdrawing access from unauthorized users. SAM also includes data loss prevention (DLP) policies that restrict unapproved data movement, which is critical for GDPR-aligned data control.
Other features include:
- Access control configuration
- Retention policy automation
- Content organization enhancements
- SAM dashboards for visibility into site access, DLP status, and audit logs
SAM enables administrators to catch potential governance or security issues early and act quickly. For example, the AI Insights feature provides actionable recommendations based on audit logs or dashboard reports.
Automate Content Archiving and Risk Reduction
SAM also supports automated content migration from inactive sites to OneDrive for long-term archival, reducing operational risk and cutting management overhead.
With the click of a button, AI Insights within the SAM dashboard analyze issues and suggest actions, streamlining governance without overwhelming administrators.
SAM’s capabilities align well with Microsoft Copilot deployment requirements. By giving organizations control over content and access across site lifecycles, SAM ensures that Copilot operates securely and compliantly.
Availability and Licensing Options
SharePoint Advanced Management (SAM) is now included with Microsoft 365 Copilot licenses at no additional cost and does not require a separate SharePoint Premium subscription. It is available across a range of Copilot SKUs—including Microsoft 365 Copilot, and Copilot for Sales, Service, Finance, Education, and Government.
While Microsoft 365 E5 licenses are not required, some SAM features may be available only in higher-tier plans or may require configuration in the SharePoint admin center.
Organizations can begin using SAM features once Copilot licenses are assigned to users with eligible SharePoint (K, P1, or P2) plans.
Contact our team to explore your licensing options and ensure your organization is configured to fully leverage SharePoint Advanced Management.
Getting Started with SharePoint Advanced Management
A well-governed SharePoint system boosts collaboration, strengthens security, and reduces compliance risks. SharePoint offers flexible solutions for organizations with growing data and governance needs.
With Microsoft’s recent updates to SharePoint Premium and Advanced Management, possibilities are expanding rapidly. However, be aware of SAM’s limitations:
- The Inactive Sites Policy identifies inactive sites but does not automatically resolve them.
- Data Access Governance Reports provide insights but may require further action or integration to become truly actionable.
Before implementing SAM, assess its features carefully. From auditing and automation to DLP and site lifecycle control, SAM helps organizations proactively manage SharePoint governance.
Final Notes
SAM features such as Site Ownership Policies, Change History Reports, and Simplified Data Deletion Policies all contribute to improved content control. Administrators can track content evolution, automate archiving, and protect key data.
To begin, assign at least some Microsoft 365 Copilot licenses to users. Once enabled, the admin center will display SAM options, allowing you to configure and explore its features in detail.
Take Control of SharePoint Governance with eGroup
Whether you’re preparing for Copilot or tightening compliance, eGroup can help you deploy and manage SharePoint Advanced Management to secure your environment and streamline site lifecycle governance. Our team will guide you through best practices for DLP, automation, and access controls tailored to your business needs.
