Three Ways to Protect Logistics Data in Microsoft Copilot

The logistics sector runs on data.  

Every handoff, every customs clearance, and every contract involves the exchange, storage, and sharing of information. Schedules shift by the hour, customer demands change daily, and global supply chains require constant coordination.  

For teams involved in logistics and supply chain management, this means sensitive data is always in motion, from delivery schedules and pricing agreements to service-level commitments and compliance records.  

As logistics firms seek ways to move faster, executives are exploring AI-driven tools. Microsoft Copilot, built into the Microsoft 365 suite, is one of the most talked-about examples. By working within Teams, Outlook, SharePoint, and OneDrive, it promises to make everyday information more accessible and useful.   

Ask Copilot to summarize a shipping update, draft a customer note, or extract the terms of a contract, and Copilot can deliver results in seconds.  

For our readers who are less familiar with Copilot, here’s a primer about Microsoft Copilot before you dive into its security concerns. 

A Big Concern 

One aspect of Copilot, or any AI-assistant you need to consider is that it doesn't always differentiate between “helpful” and “sensitive.”  

If your IT team hasn’t applied the right permissions or data protections, the tool may reveal pricing agreements, delivery schedules, or compliance records in the wrong conversation. For logistics companies, even a small mistake can create lasting problems.  

The good news is you don’t need to choose between productivity and security. By preparing your Microsoft 365 environment, you can roll out Copilot in a way that improves efficiency without exposing business-critical data.   

Here are three practical steps that make a difference.  

1. Fix Permissions Before Copilot Goes Live  

Copilot uses the same permissions already set in Microsoft 365.  

If a folder is open to “everyone,” Copilot can pull that information into a response, whether it was intended or not.  

It is a common issue in logistics operations. Shared mailboxes, open Teams channels, and broadly accessible SharePoint folders are often used across shifts or terminals. If you also add seasonal staff and contractors, you may end up with accounts that have more visibility than necessary.  

The solution is a thorough Microsoft 365 Security Configuration Audit. This process highlights folders, mailboxes, and sites that are over-permissioned and shows exactly where access needs to be reduced. Tools like PowerShell scripts or Netwrix can also map permissions to reveal which areas are effectively “public.”  

By addressing these weak points before activating Copilot, you can establish a safer baseline. Copilot can still deliver its productivity benefits, but without inadvertently displaying files intended for a limited audience.  

2. Classify Sensitive Files  

Permissions solve part of the problem. The next step is to ensure sensitive documents carry their own safeguards. Contracts, SLAs, pricing agreements, and customs records all require rules that are embedded in the file wherever it goes.  

Microsoft Purview and Data Loss Prevention (DLP) policies enable this. By applying sensitivity labels, you can mark files “confidential,” “internal only,” or “restricted.” These labels trigger automatic protections, such as encryption, access limits, and sharing restrictions.  

When Copilot pulls a file into a response, it respects those rules. For example, a dispatcher may see a contract summary but won’t be able to paste it into an external Teams chat. Similarly, a customs declaration marked “internal only” won’t be shared with a vendor.  

This is also where our partnership with Concentric.ai strengthens data security for enterprises. Their AI-powered data security technology provides deeper insight into where sensitive files reside, how they are utilized, and when they are at risk of being shared inappropriately. Together, X-Centric and Concentric.ai help logistics firms go beyond manual classification, delivering continuous monitoring and automated protection across Microsoft 365.  

This step also helps in compliance. Regulators and partners want to ensure that sensitive data is consistently protected. Labeling ensures that protection happens automatically, not just when someone remembers to apply it.  

3. Clean up Unmanaged Files and Shadow IT  

Even with permissions fixed and labeling in place, one risk remains: unmanaged data.  

Most logistics firms still rely on legacy processes. We’ve often seen teams routing spreadsheets saved on desktops, macros tucked into shared drives, or outdated custom templates stored in forgotten folders. These files are easy to overlook, but Copilot can still surface them if they’re technically available. The problem is they’re often inaccurate, insecure, or noncompliant.  

The fix is a two-part assessment of your IT environment.  

The first is an external vulnerability assessment for public-facing exposures, such as unsecured portals or open drives. The second is an internal vulnerability assessment that examines the files within the network, helping you to identify outdated formats, unsupported systems, and unclassified documents.  

Once uncovered, you can archive, update, or secure legacy files. The result is that Copilot only pulls from accurate and approved sources, not forgotten documents that could create both operational and compliance issues.  

Additional Steps to Reduce the Risk of Data Exposure 

Beyond fixing permissions, labeling sensitive files, and cleaning up legacy data, there are two additional steps that can further reduce risk when using Copilot: 

• Automate protection. Apply DLP policies and sensitivity labels within Microsoft 365 to enforce consistent controls across your organization. Our partner, Concentric.ai, strengthens this by continuously flagging oversharing risks in real-time, adding a layer of AI-driven monitoring that goes beyond manual rules. 

• Train your people. Even the best tools depend on how they’re used. Provide targeted training for dispatchers, fleet managers, and IT admins so they understand how to use Copilot securely. (For more on this, see our blog on Human-Centered AI). 

These steps integrate security into daily operations. They also ensure that Copilot is used responsibly, with safeguards embedded in both the technology and its practice. 

Importance of Data Security for Logistics Firms  

At first glance, the steps mentioned above may seem like general IT housekeeping. But logistics operations make them essential.   

• Staffing patterns create access drift. Seasonal workers and contractors often keep permissions long after they leave.  

• Shared systems blur boundaries. Teams reuse channels and mailboxes for convenience, but this makes sensitive data harder to control.  

• Critical documents are everywhere. Pricing agreements, customs declarations, and SLAs often live in locations with little oversight.  

Without Copilot, these risks remain hidden. With Copilot, they become visible and potentially exposed because the tool is designed to quickly surface information.  

That’s why logistics firms need to treat Copilot adoption as a data security project, not just an AI adoption exercise.  

Moving forward with confidence  

Copilot has clear value in logistics. It can reduce manual reporting, help staff respond more quickly, and make compliance documentation less burdensome. But it will only deliver those benefits if the underlying data environment is ready.  

The three actions —fixing permissions, labeling sensitive files, and cleaning up legacy data —combined with AI-driven monitoring and staff training, form a practical roadmap to secure your data. Combined with X-Centric’s framework and our partnership with Concentric.ai, they ensure Copilot becomes a business advantage, not a data liability. (AI isn’t just about productivity; it is central to modern cybersecurity.

At X-Centric, we work with logistics firms to implement these safeguards through Microsoft 365 audits, document classification strategies, and vulnerability assessments. For firms looking at the bigger picture, our Zero Trust Architecture Gap Assessment provides a staged approach to enforce least privilege and continuous validation.  

The message is simple: Copilot can transform how logistics teams work, but only if it’s deployed on a secure foundation. Prepare the environment, and the tool becomes a reliable advantage. Skip the preparation, and the risks outweigh the rewards.  

If you want to explore more than just Copilot readiness, head over to our Cybersecurity Solutions hub to explore solutions related to network security, identity and access management, and Governance, Risk and Compliance (GRC). 

Next Step: Schedule a CIS Microsoft 365 Security Configuration Audit today. It’s the surest way to roll out Copilot with both speed and confidence.