File, folder and external-sharing review
We inspect permissions across your tenant to identify broadly shared content, external links and inherited access that would be exposed if AI search were enabled today.
AI Governance & Security Project
A standalone engagement that makes your data estate safe for artificial intelligence, covering permissions, identity, classification, policy and executive oversight.
- • Free 30-minute session
- • No obligation
- • Speak directly with an AI consultant
- • Discuss your business objectives
- • Explore practical AI opportunities
In summary
AI Governance & Security Project at a glance
- What this service is
- The AI Governance & Security Project is a consultancy engagement that reviews file sharing, permissions, guest and admin access, multi-factor authentication, conditional access and data handling, then delivers a governance action plan, an AI acceptable-use policy and prioritised security recommendations.
- Who it is for
- Organisations enabling Microsoft 365 Copilot or other generative AI tools, regulated firms, IT and security leaders, and boards that need documented assurance before AI is switched on for staff.
- Problems it solves
- It addresses the core AI security problem: AI assistants expose content that was already overshared. Broad sharing links, stale guest access, unclassified sensitive files and unmanaged consumer AI use become visible risks the moment AI search is enabled.
- What happens after completion
- After delivery you hold a governance action plan, access review summary, AI usage policy, security recommendations and an executive briefing. Remediation is then implemented by your IT team or ours, after which safe adoption typically continues with a Department-Specific AI Productivity Pack or a Custom AI Agent / Assistant Project.
- Primary benefits
- Oversharing and excessive permissions identified and prioritised
- Identity, MFA and conditional access reviewed before AI enablement
- A written AI usage policy staff can actually follow
- Controls designed in from the start rather than retrofitted after an incident
- Expected outcomes
- Reduced risk of confidential data exposure through AI tools
- Clear control over who can access what before AI is enabled
- Stronger, documented governance for audits and client due diligence
- Management confidence that AI adoption can proceed safely
Overview
What the AI Governance & Security Project involves
The AI Governance & Security Project is a structured engagement that helps organisations deploy AI safely and responsibly. It is designed for leadership teams that want the benefits of AI without the risks that come from poor permissions, uncontrolled data access and unclear staff guidance. The project establishes practical rules, reviews and remediates oversharing, and produces a prioritised action plan so management can move forward with confidence.
The project is independent of any specific AI platform. Whether you are preparing for Microsoft 365 Copilot, introducing ChatGPT, Google Gemini or Anthropic Claude, or simply want to make sure your current environment is ready for AI, the work focuses on the controls that matter regardless of vendor. The result is a clear, proportionate plan that reduces risk before AI adoption scales, rather than a reaction to an incident after it has happened.
Fresh Mango AI is the artificial intelligence consultancy of Fresh Mango Technologies, advising organisations across the United Kingdom and the British Virgin Islands on AI readiness, AI governance and security, AI adoption, business process automation, AI agents and robotics.
How this fits with our other AI services
Organisations that also want a value and use-case view usually pair this work with the AI Productivity & Readiness Assessment.
Governance findings directly shape the knowledge sources and permissions used in a Custom AI Agent / Assistant Project.
Governance is not a one-off exercise, so controls are re-checked in each Quarterly AI Success Review as new tools and features appear.
Why AI Governance Matters
Why governance should come before scale
AI can expose overshared information. Modern AI assistants can surface files, emails and conversations far faster than traditional search. If content has been shared too broadly, or if access was granted years ago and never reviewed, AI can make that oversharing visible to anyone who can ask the right question.
Poor permissions become more visible. A folder that was quietly accessible to the whole company in 2019 may not have mattered when nobody knew it existed. Once an AI assistant can search across the estate on behalf of a user, those weak permissions become a direct confidentiality risk.
Governance must be designed in, not added later. Controls that are bolted on after a problem are less effective and more disruptive than controls built into adoption from the start. Responsible AI use needs clear rules, defined access and a management framework before rollout, not after an incident.
AI adoption requires appropriate controls. Licence purchase and user enthusiasm are not enough. Businesses need controls around data classification, identity, access, acceptable use and oversight so that AI becomes a safe, productive tool rather than an unmonitored channel for sensitive information.
Features
What is included in the engagement
Every element below is delivered by senior consultants and tailored to your organisation.
Overshared data, guest access and admin access review
We review anonymous links, guest accounts and administrative privileges, then prioritise the exposures that present the highest risk to the business.
MFA, conditional access and account protection
We assess identity controls and recommend practical improvements that protect accounts and data from compromise, including stronger authentication and conditional access.
Data classification and handling recommendations
We classify the data that matters and recommend handling rules so sensitive content is protected wherever it travels, including into AI-assisted workflows.
AI acceptable-use policy and staff guidance
We produce a plain-English policy that tells staff what they can and cannot do with AI, covering approved tools, permitted data, human review and escalation.
Audit, logging and data-loss-prevention recommendations
Where applicable, we recommend audit, logging and DLP controls that monitor AI use and prevent sensitive information leaving the organisation through unapproved channels.
Executive risk briefing and prioritised action plan
We present findings in a concise, non-technical briefing and leave you with a sequenced Governance Action Plan that management can act on immediately.
Benefits
- Reduces the risk of confidential data being exposed through AI tools
- Creates clear, practical rules for staff
- Improves permissions, sharing and administrative access
- Gives management a prioritised and proportionate action plan
- Supports confident, controlled expansion of AI use
Deliverables
- Governance Action Plan: prioritised actions, dependencies and recommended sequence
- Access Review Summary: plain-English explanation of high-risk permissions and oversharing
- AI Usage Policy: practical guidance on permitted and prohibited use
- Security Recommendations: account protection, administration, access and logging improvements
- Executive Briefing: concise non-technical summary for owners, directors or senior managers
Who it is for
- Organisations preparing to deploy AI and wanting controls in place first
- Boards and owners who need assurance that AI use is safe and responsible
- IT and security leaders responsible for data access and identity controls
- Businesses in regulated sectors facing client or insurer questions about AI governance
- Companies that have already seen unapproved AI use and want to replace it with a managed approach
Typical client outcomes
- Reduced risk: high-risk oversharing and weak permissions are identified and remediated before AI can surface them
- Improved control: identity, access and administrative controls are tightened and aligned to AI use
- Stronger governance: a published AI usage policy and action plan give management a clear framework
- Safer adoption: AI tools can be introduced or scaled because the controls are already in place
- Management confidence: leaders have a non-technical briefing and a prioritised plan they can defend to the board, auditors or clients
Business challenges solved
Problems the AI Governance & Security Project is designed to fix
These are the situations clients describe to us most often, and how this engagement resolves each one.
“AI could expose information we never meant to share”
We identify and prioritise oversharing, broad permissions and guest access before AI assistants can search across your estate.
“We do not have clear rules for AI use”
We produce a practical AI usage policy with permitted and prohibited use, human review expectations and escalation guidance.
“Our permissions have grown out of control”
We review file, folder and administrative access, then recommend a proportionate remediation sequence that reduces risk without disrupting work.
“Management needs assurance before we adopt AI”
The Executive Briefing and Governance Action Plan give leaders a non-technical summary and a sequenced plan they can approve and defend.
“Clients and insurers are asking about our AI controls”
We leave you with documented policy, access findings and security recommendations that answer due diligence questions with evidence.
“We do not know where to start with data classification”
We recommend data classification and handling approaches tailored to the content that matters in your organisation.
Expected outcomes
What you should expect to achieve
Outcomes are agreed at the outset and measured against a documented baseline.
High-risk oversharing reduced
Broad sharing links and over-permissioned content are identified and prioritised for remediation.
Clear AI usage policy
Staff receive practical guidance on what they can and cannot do with AI tools.
Tighter identity and access controls
MFA, conditional access and administrative access recommendations improve the security baseline.
Prioritised action plan
Management receives a sequenced Governance Action Plan with dependencies and recommended order.
Board-ready evidence
An Executive Briefing and supporting documents provide a non-technical summary for directors and owners.
Typical timescales
How long the AI Governance & Security Project takes
Indicative timings based on comparable engagements. Exact durations are confirmed during scoping.
Discovery and access review Weeks 1-2
We review file, folder and external sharing permissions, overshared data, guest access and administrative access, plus current identity controls.
Control assessment Weeks 2-3
MFA, conditional access, account protection, data classification and handling, and current audit/logging capabilities are assessed.
Policy and recommendations Weeks 3-4
We draft the AI usage policy and compile security recommendations, DLP and audit/logging guidance where applicable.
Executive briefing and action plan Weeks 4-5
Findings are presented in a non-technical briefing and the Governance Action Plan is finalised for management approval.
Typical total 4-8 weeks
Focused engagements run at the shorter end; larger or more complex estates may take longer.
Examples of use cases
How organisations use this service in practice
Preparing for Microsoft 365 Copilot
A firm used the project to close broad sharing and stale access before Copilot indexing, avoiding a confidentiality incident.
Responding to insurer AI questions
An AI governance pack answered professional indemnity renewal questions about controls and policy.
Replacing unapproved AI tools
A business replaced consumer AI use with a managed, policy-backed approach after discovering staff sharing client data.
Board assurance before AI rollout
Directors approved a pilot after receiving the Executive Briefing and a prioritised Governance Action Plan.
Client due diligence
A supplier presented its AI usage policy and access review summary to satisfy a corporate client's security questionnaire.
Suitable business sizes
The engagement is scaled to the organisation. Below is how it typically applies at each size.
Small businesses (10-50 staff)
A compact review focusing on the highest-risk shares, a simple AI usage policy and a short Executive Briefing.
Mid-sized organisations (50-500 staff)
The typical engagement, where years of sharing drift and growing AI interest make governance the priority.
Larger enterprises (500+ staff)
Delivered in phases with per-division or per-business-unit access reviews and a central policy framework.
Regulated and client-audited businesses
Strongest fit: documented policy, access review and security recommendations are often a commercial requirement.
Suitable industries
We deliver this work across regulated and non-regulated sectors in the UK, the British Virgin Islands and internationally.
Financial services and fund administration
Client confidentiality and regulatory oversight make controlled AI use essential.
Legal
Matter separation, privilege and conflict management require permissions to be reviewed before AI search is enabled.
Healthcare and care
Special category data demands classification, access control and clear handling rules.
Insurance and professional services
Procurement and indemnity questions about AI governance are answered with policy and evidence.
Public sector
Transparency, accountability and defensible decision-making sit at the centre of the governance framework.
Sector-specific detail is available on our industries page, and comparable results are published in our case studies.
Why choose Fresh Mango AI
Why organisations choose us for ai governance & security project
Fresh Mango AI is the artificial intelligence practice of Fresh Mango Technologies, supporting clients across the UK and the British Virgin Islands.
Specialists, not generalists
Fresh Mango AI is a dedicated artificial intelligence practice. The AI Governance & Security Project is delivered by senior consultants who do this work every week, not by a general IT team learning on your budget.
Business outcomes before technology
Every engagement starts with the work your people actually do and the numbers your leadership team is measured on. Tooling decisions follow the outcome, never the other way round.
Security and governance built in
Permissions, sensitivity, data residency and human oversight are designed into the engagement from day one rather than retrofitted after an incident or a failed procurement questionnaire.
Platform independent advice
We work across Microsoft 365 Copilot, Copilot Studio, ChatGPT, Anthropic Claude, Google Gemini and bespoke agents, so our recommendation reflects your estate rather than a single vendor relationship.
UK and British Virgin Islands presence
As the AI practice of Fresh Mango Technologies we support organisations across the UK, the BVI and the wider Caribbean, with an understanding of both UK GDPR and offshore regulatory expectations.
Measured, evidenced, repeatable
We baseline before we start and report against that baseline afterwards, so the value of the work is demonstrable to your finance director rather than asserted in a slide.
This service is frequently delivered alongside AI Productivity & Readiness Assessment, Quarterly AI Success Review and Custom AI Agent / Assistant Project. Discover more about Fresh Mango AI.
FAQs
AI Governance & Security Project: frequently asked questions
What is the AI Governance & Security Project?＋
It is a focused governance and security project that reviews your permissions, oversharing, identity controls and data handling, then produces a Governance Action Plan, Access Review Summary, AI Usage Policy, Security Recommendations and Executive Briefing so you can adopt AI safely.
Who is the project for?＋
It is for organisations preparing to deploy AI, boards that need assurance, IT and security leaders managing access, and regulated businesses answering client or insurer questions about AI governance.
How long does the project take?＋
A focused project typically runs for four to eight weeks, with the access review and high-risk findings delivered early so remediation can start quickly. Larger or more complex estates may take longer.
Does the project require an AI readiness assessment first?＋
No. The AI Governance & Security Project is a complete, standalone service. It can be commissioned directly if you already know you want to harden controls and establish governance before or alongside AI adoption.
What is not included?＋
AI licences, third-party compliance audits, legal advice, penetration testing, security monitoring, advanced DLP configuration and remediation outside the agreed scope are excluded unless separately quoted.
Will remediation disrupt how people work?＋
We prioritise high-risk exposures and plan changes with owners, providing a rapid restore path. Most broad access is legacy rather than actively needed, so disruption is usually minimal when changes are communicated in advance.
Can you work with our existing IT provider?＋
Yes. We often deliver governance and security expertise alongside an incumbent IT provider, with clear responsibilities and joint change control.
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AI Governance & Security Project: what business owners need to know
Straight answers to the five questions that decide whether an AI project is worth starting.
Why should I trust Fresh Mango AI?
Fresh Mango AI is the artificial intelligence practice of Fresh Mango Technologies, an IT, cyber security and cloud provider that has supported businesses since 2004 from offices in Ripon, Leeds, Skipton and Tortola in the British Virgin Islands. The same engineers who secure your identity, data and Microsoft 365 tenant advise on your AI adoption, so recommendations are grounded in what your estate can actually support rather than in vendor marketing.
What business outcomes will I achieve?
Clients typically release several hours per person per week on drafting, summarising, searching and reporting, shorten document and approval cycle times, and remove manual re-keying between systems. Every engagement starts by baselining the work involved so that the benefit is measured in hours released and cycle time reduced, not in licences purchased.
What are the risks if I do nothing?
Doing nothing is not a neutral position. Staff adopt consumer AI tools on their own, so company and client data leaves your control without record; competitors compress the cost of proposals, reporting and service delivery; and permission sprawl inside your file estate remains unaddressed, which becomes an incident the moment AI search is switched on. Delay also compounds the UK GDPR and EU AI Act governance work that will eventually be required of you anyway.
What happens next?
You book a free 30-minute discovery session. We confirm whether the AI Governance & Security Project is the right engagement for your situation, agree scope and timing, and set out exactly what you receive and when. You get a written summary of the conversation either way.
How do I speak to somebody?
Book a free 30-minute discovery session with an AI consultant using our live booking calendar, or request information and we will reply within one business day. You can also call the UK office on +44 (0) 1765 606700 or the BVI office on +1 (284) 340 0466.
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