Examine IT governance controls for agents

  • 4 minutes

With the increased use of agents that are created by everyday business users in SharePoint and Microsoft 365 Copilot Chat, it's imperative that organizations establish robust IT governance controls to ensure their proper management, security, and compliance. While users create agents, it's their organization's responsibility to implement IT governance controls that protect its business data.

That being said, it's important for users to understand how and why their agents interact with the governance controls implemented by their company. Microsoft 365 Copilot includes tools designed to support governance strategies across a broad spectrum of use cases, including everyday business users creating agents in SharePoint and Copilot Chat, and developers creating advanced agents in Copilot Studio. When organizations have the necessary controls in place, as depicted in the following diagram, they can confidently deploy and manage their AI initiatives.

Diagram showing the platform for agents, which consists of data protection, governance controls, and lifecycle management.

The importance of IT governance controls

Establishing robust IT governance controls for agents is essential for ensuring their secure, compliant, and effective use within organizations. Organizations that implement comprehensive policies, risk management practices, access controls, data management strategies, performance monitoring, and training programs can maximize the benefits of agents while mitigating potential risks across their Microsoft 365 environment. Adhering to best practices and continuously improving governance controls enable organizations to harness the full potential of these innovative tools and drive success in the modern digital landscape.

When you use an agent, you have access to sites, pages, and documents that are included in the agent's knowledge sources and to which you already have permissions. Depending on a user's Copilot licensing, their agents may also provide access to Microsoft Graph data, subject to the permissions and configurations set by the organization. If they don't have permission to specific content, even if this content is included in the agent's knowledge sources, they can't see information from this content in their chat with the agent.

Implementing IT governance controls for agents is crucial for several reasons:

  • Ensuring compliance. Agents, like any other IT system, must comply with relevant laws, regulations, and industry standards. Effective governance controls help organizations adhere to these requirements, avoiding legal and financial penalties. For instance, adhering to industry-specific regulations like HIPAA in the healthcare sector is essential. Compliance requirements may vary based on the industry and applicable regulations.
  • Enhancing security. Security is a paramount concern in the deployment of agents. Proper governance controls ensure that these agents operate within secure environments, protecting sensitive data from unauthorized access and mitigating potential security threats. For example, organizations often implement encryption protocols to safeguard data and prevent breaches.
  • Maintaining quality. Governance controls help maintain the quality and reliability of agents by establishing standards for their development, deployment, and operation. These controls ensure the agents perform as expected and provide accurate and valuable outputs. For example, regular testing and validation of the agents' functionalities can help maintain high-quality standards.
  • Facilitating accountability. By defining roles and responsibilities, IT governance controls promote accountability within the organization. Doing so ensures that individuals involved in the deployment and management of agents are aware of their duties and can be held accountable for their actions. For instance, establishing a clear chain of command and reporting structure within the IT department can enhance accountability.

Key IT governance controls for agents

To establish effective IT governance for agents, organizations should consider implementing the following controls:

  • Policy development. Develop comprehensive policies that outline the use, management, and security of agents. These policies should address areas such as data privacy, access control, and compliance with relevant regulations. For example, a policy might mandate that all data processed by the agents be encrypted and stored securely.
  • Risk management. Conduct regular risk assessments to identify potential threats and vulnerabilities associated with agents. Implement risk mitigation strategies to address identified risks and ensure the agents operate within acceptable risk levels. For instance, deploying firewalls and intrusion detection systems can mitigate the risk of cyberattacks.
  • Access control. Establish robust access control mechanisms to restrict unauthorized access to agents. Implement role-based access control (RBAC) to ensure that only authorized individuals can deploy, manage, and interact with the agents. An example is using multifactor authentication (MFA) to enhance security.
  • Data management. Implement data management practices that ensure the integrity, confidentiality, and availability of data processed by agents. Such practices include data encryption, backup, and recovery procedures. For example, regularly scheduled backups can prevent data loss should system failures occur.
  • Performance monitoring. Continuously monitor the performance of agents to ensure they operate efficiently and effectively. Use performance metrics and indicators to identify and address any issues that might occur. An example is setting up dashboards and alerts to track the agents' performance in real-time.
  • Training and awareness. Provide ongoing training and awareness programs for employees to ensure they understand the importance of IT governance controls and their role in maintaining them. These programs might include training on policy adherence, security practices, and proper use of agents. For instance, conducting regular workshops and refresher courses can keep employees updated on best practices.

Best practices for implementing IT governance controls with agents

To successfully implement IT governance controls for agents, organizations should follow these best practices:

  • Engage stakeholders. Involve key stakeholders, including IT, legal, and compliance teams, in the development and implementation of governance controls. This practice ensures that controls are comprehensive and address the needs of all relevant parties. For example, collaboration with the legal team can ensure that policies comply with current laws and regulations.
  • Establish a governance framework. Develop a governance framework that outlines the processes, roles, and responsibilities for managing agents. This framework should be aligned with organizational goals and objectives. For example, creating a detailed governance charter can help clarify the framework's scope and structure.
  • Regular audits and reviews. Conduct regular audits and reviews of agents and their governance controls to ensure they remain effective and compliant with relevant standards. Address any identified gaps or deficiencies promptly. For instance, annual audits can help identify and rectify compliance issues.
  • Continuous improvement. Adopt a continuous improvement approach to governance controls by regularly updating policies, procedures, and practices based on feedback, industry trends, and emerging threats. For example, incorporating feedback from users and stakeholders can help refine and enhance governance practices.