From Microsoft 365 to everywhere: how RecordPoint amplifies Purview’s power

There’s no doubt: Microsoft Purview is tailor-made for managing data within Microsoft 365. But in reality, the critical data that powers your business lives far beyond the confines of M365. You need a data management solution that gives you visibility and granular control over your entire data estate – not just your Microsoft data.

As AI tools like Copilot become a part of everyday processes, organizations that don't manage all their data consistently risk exposing ungoverned, sensitive, or inaccurate information to AI systems. And of course, most organizations are going beyond Copilot, using AI tools like Gemini, Claude, and applications with built-in AI models. Because of this, you need a data and AI governance solution that can reach all corners of your organization. These risks mean effective data governance is more crucial than ever to ensure responsible AI, and that includes both Microsoft and non-Microsoft data.

As Purview delivers strong, label-centric capabilities for classifying and protecting sensitive information across Microsoft 365, RecordPoint enhances that investment by extending Purview’s governance model across all systems, including non-Microsoft and physical records.

It’s not a this-or-that question: RecordPoint works alongside Purview to give you the comprehensive visibility and control you need, while also extending to AI tools like Copilot, helping you achieve true enterprise-wide compliance and visibility. Together, we unify data governance under one framework, making your information trusted, governed, and ready for AI.

RecordPoint extends Purview’s capabilities across your entire data estate for complete governance and AI readiness.

While Microsoft Purview lays the foundation for data protection and compliance across Microsoft 365, RecordPoint enhances that foundation, extending MS Purview's governance and visibility across all systems, clouds, and even physical records.

Together, they unify data governance under one umbrella, ensuring information is trusted, earned, and AI-ready, no matter where it lives.

At the end of the day, metadata is the powerhouse of AI. And we’re seeing that reality reinforced by major recent acquisitions like Salesforce’s acquisition of Informatica and ServiceNow’s acquisition of Data.World. Metadata is crucial to AI readiness, and RecordPoint allows you to create a unified metadata foundation to help you get prepared.

Let’s dig in to see how the systems work together.

‍

Discover more, govern everywhere

When your critical business data lives not just in Microsoft 365 – but also apps like Salesforce, legacy file shares, and physical archives – Microsoft-only visibility leaves blind spots in your compliance program.

This expanded visibility isn’t just about compliance; it ensures 360-degree data governance and gives AI systems access only to governed, trustworthy information.

‍

Unified visibility across digital and physical systems

RecordPoint lets you connect to and govern data across both Microsoft and non-Microsoft systems, including legacy and on-premises environments. Hundreds of out-of-the-box connectors for structured and unstructured data sources mean you can deploy faster and govern your data more easily than with Purview alone.

The platform manages all electronic and physical records in one place, applying consistent classification, retention, and disposal policies across every data source. By consolidating structured, unstructured, and physical records under one governance framework, you establish a clean, consistent foundation that AI systems can safely learn from and reference with confidence.

‍

Shadow AI oversight

RecordPoint automatically discovers sanctioned and unsanctioned AI tools across your organization. RecordPoint gives GRC and data teams visibility into shadow AI usage and potential data leakage risks.

Our powerful AI oversight solution tracks when governed or sensitive data is accessed by AI systems, identifying which records, files, or content types are being processed by both Microsoft and third-party AI models. This correlation between AI usage and governance metadata helps teams understand not only where AI is being used but how it interacts with classified or regulated content across your entire data estate.

‍

Purpose-built simplicity

For those accustomed to using integrated Enterprise Content Management (ECM) or Electronic Document and Records Management Systems (EDRMS), RecordPoint offers a more intuitive, familiar experience.

RecordPoint simplifies governance admin with intuitive workflows and consistent policy application, unlocking faster AI adoption and better governance outcomes, for all users.

‍

In-place management that actually works

With RecordPoint + Purview, end-users get to keep working in the tools that are familiar to them, like SharePoint, Teams, Salesforce, and Workday. RecordPoint extends Purview's "manage-in-place" model by adding a centralized management layer that delivers better context, consistency, and control to high-value records across all connected systems.

Governance happens automatically in the background, no manual intervention required. Users stay productive in the tools they know, while RecordPoint ensures compliance is maintained everywhere data resides.

‍

Create a unified metadata foundation for AI readiness

Inconsistent metadata across disparate systems means the same document can get classified differently depending on where it lives, increasing compliance complexity. Unified metadata enables AI tools to gain consistent context across repositories, reducing the risk of skewed insights or hallucinations caused by fragmented or mislabeled information.

‍

One policy engine, applied everywhere

RecordPoint uses Purview's existing classifications and extends them to all connected sources, ensuring consistent metadata management and compliance everywhere your data lives.

‍

Automated, intelligent classification

Using a powerful rules-based and AI-driven engine, RecordPoint automates data classification at scale. It delivers advanced Optical Character Recognition (OCR) to enable deeper classification across your unstructured content, continuously learning from user behavior and metadata patterns to improve accuracy over time.

RecordPoint augments Purview, enabling effortless scaling to billions of records, applying consistent, automated lifecycle policies across diverse repositories and file types for true end-to-end governance coverage.

‍

Enriched metadata intelligence

RecordPoint extends Purview's visibility by aggregating business, compliance, and risk metadata from sources that are traditionally metadata-poor, like file shares, legacy repositories, and non-Microsoft cloud platforms. While Purview captures metadata from scanned data sources, it doesn't enrich context from external systems outside the Microsoft ecosystem – that's where RecordPoint comes in.

RecordPoint transforms fragmented metadata into unified intelligence. This unlocks enhancing discoverability, reporting, and analytics, while providing the richer context needed for consistent, policy-based governance across every data source.

‍

Always-on visibility

RecordPoint supports Purview's lag time — where Purview can take up to seven days to show new or updated labels — by detecting and updating metadata and privacy changes in real time through our always-on data pipeline.

These real-time updates mean you have a continuously synchronized record of activity that supports proactive compliance, faster audits, and instant insight into where sensitive, ROT, and duplicate data sits.

‍

Manage the full lifecycle from creation to deletion

Most organizations couldn’t begin to tell you where their data actually lives, let alone when it should be deleted. Without that crucial visibility, they’re left with sensitive, ROT, and duplicate data scattered across systems. The result is a messy, unsecured data estate that undermines AI readiness and exposes compliance risk.

RecordPointextends Purview’s retention model into a full lifecycle governance framework. It allows you to automate disposal workflows, import external file plans, apply hierarchical inheritance, and enforce indefinite retention where required — all within a governed environment designed for both compliance and AI readiness.

‍

True defensible disposal

While it might seem like disposal is the end of the story, effective disposal processes are critical to the success of AI compliance and readiness from the very start. The RecordPoint platform automates defensible disposal workflows that optimize storage efficiency and cleanse data pipelines for AI. By removing redundant, obsolete, and trivial information, it ensures only high-value, trustworthy data fuels your models – improving AI accuracy and reducing governance risk.

It introduces aggregation-based disposal, allowing entire business record collections — including projects, cases, or transactions — to be deleted as a single governed unit rather than a single file at a time, giving you more granular defensibility than you’d get with Purview's alone.

Better yet, every deletion generates an immutable disposal certificate, documenting what was deleted, when, and by whom, delivering the evidentiary proof you need for legal, regulatory, and audit compliance, while maintaining a clean, AI-ready data estate.

‍

Localized, global-ready compliance

Accelerate compliance readiness by importing pre-defined retention schedules and legal frameworks. Integrate with providers like filerskeepers, Iron Mountain, and Virgo to ensure and monitor alignment with global and industry-specific regulations, which Purview can’t do on its own.  

RecordPoint helps you by extending Purview's baseline retention model with flexible policy mapping across a wide range systems and repositories, giving regulated and multinational organizations the agility to maintain compliance in multiple jurisdictions simultaneously.

‍

Hierarchical governance at scale

RecordPoint supports multi-level file plan structures where retention rules and governance policies cascade automatically across agencies, departments, and business units.

Through true policy inheritance, administrators can make a single change at the parent level and have it propagate instantly across all subordinate categories, eliminating the need for manual reconfiguration typically required with Purview.

‍

Retention without limits

RecordPoint gives you flexibility, supporting indefinite or jurisdiction-specific retention requirements without data loss or compliance risk.

Paired together, you get a useful hybrid model: Purview can manage low-value, short-term content in-place, while RecordPoint assumes control of high-value, long-term records for advanced lifecycle management, controlled access, versioning, and defensible disposal.

‍

True defensible disposal

The RecordPoint platform automates defensible disposal workflows that optimize storage efficiency and cleanse data pipelines for AI. By removing redundant, obsolete, and trivial information, it ensures only high-value, trustworthy data fuels your models – improving AI accuracy and reducing governance risk.

It introduces aggregation-based disposal, allowing entire business record collections — including projects, cases, or transactions — to be deleted as a single governed unit rather than a single file at a time, giving you more granular defensibility than you’d get with Purview's alone.

Better yet, every deletion generates an immutable disposal certificate, documenting what was deleted, when, and by whom, delivering the evidentiary proof you need for legal, regulatory, and audit compliance, while maintaining a clean, AI-ready data estate.

‍

Maintain transparent oversight and audit readiness

When auditors ask for proof of deletion – or when legal needs to freeze records across six different systems – manual processes and disconnected tools turn simple requests into weeks-long sagas.

‍

Unified workflow governance

With Purview , you get a limited level of cross-system orchestration, which can make it difficult to manage data across systems. But with the RecordPoint as an added layer of governance, you can automate approval, classification, and disposal processes through policy-based workflows that span multiple platforms and repositories

It supports bulk, defensible data exports with end-to-end traceability and immutable audit evidence, ensuring organizations can meet regulatory or business obligations during mergers, acquisitions, or system migrations.

‍

Cross-platform legal holds

RecordPoint applies legal and compliance holds consistently across every system and data source, without requiring data migration or duplication.

That means legal teams can effortlessly see, verify, and release holds across all systems from one interface, simplifying litigation readiness and removing the need for manual coordination across disconnected systems.

‍

Transparent audit trails

Ensure permanent visibility into governance actions with detailed audit and event logs that extend far beyond Purview’s 10-year retention limits for enhanced audit readiness and long-term regulatory compliance.

Together, Purview and RecordPoint deliver complete, end-to-end traceability for every record action. From creation and classification to access, transfer, and final disposal, they help you uphold rigorous standards set by FOIA, SEC, and other government or industry audit frameworks.

‍

Grow with trusted, AI-ready data

Rolling out Copilot without knowing whether it might surface ungoverned or sensitive files is like handing your AI assistant the keys to your entire filing cabinet, including the drawers marked "confidential" .

‍

Enterprise-wide AI governance

RexCommand from RecordPoint enables automatic discovery of sanctioned and unsanctioned AI tools in use across your organization, so you can track when governed or sensitive data gets accessed by AI systems. It also maps AI governance programs to standards such as NIST AI RMF, ISO 42001, and the EU AI Act to help organizations operationalize responsible AI practices without having to start from scratch.

Using RecordPoint's deeper classification and policy logic, AI tools like Copilot only reference governed, compliant content — never raw, unclassified files. It achieves 95%+ auto-classification accuracy, reducing the risk of sensitive data exposure through AI-generated outputs or prompts.

‍

Real-time governance intelligence

RecordPoint augments Purview's aggregated telemetry with event-driven reporting to give you real-time accuracy for every record and policy action. The platform can surface item-level insights to show you which policies and labels are applied to which records, and when, not just aggregate counts.

This real-time visibility helps governance teams shift from reactive auditing to proactive optimization, driving continuous improvement and risk reduction. It also creates a transparent, trustworthy data foundation, ensuring the information feeding your AI models is accurate, current, and compliant.

‍

Layered security controls

Enforce real-time, source-based permissions at scale, so AI tools and users can only access the data they’re authorized to, preventing accidental exposure or data leaks.

A semantic index connected to all your data sources automatically identifies overly-accessible unstructured data sources, ensuring you’re aware of – and can act on – access risks, while edge cases are routed to relevant data owners for review.

Prevent sensitive data leaks through AI with an intelligent browser plug-in that prevents company data from being shared with unsanctioned AI systems. Plus, gain insights into how your team is using AI with employee use-case insights.

‍

Trustworthy data for AI rollouts

RecordPoint applies retention, sensitivity, and access policies upstream — before content is indexed or queried by AI — to ensure that only governed, compliant data can reach large language models (LLMs) or generative AI tools.

With policy application baked in, you can prevent accidental oversharing or data leakage by ensuring AI assistants never surface content that's confidential, restricted, or outside a user's access rights.

Turn governance into an AI enabler, creating a secure, compliant foundation that accelerates responsible AI adoption across your organization.

‍

One framework. Infinite governance.

Together, Purview and RecordPoint deliver a governance model that scales with the modern enterprise.

Purview secures and classifies data across Microsoft 365. RecordPoint extends those protections to every system, data type, and AI workflow. The result: consistent compliance, complete visibility, and trusted data, everywhere it lives.

By combining the two systems, organizations can move from fragmented governance to holistic control that fuels innovation, mitigates risk, and supports responsible AI growth.