Last updated: 8 November 2026
It can be, but only after you have tidied permissions. A connected AI tool can see whatever the connecting user can see, so old, over-shared files start appearing in its answers.
Review permissions first
Look at SharePoint, OneDrive, Teams and shared mailboxes. Remove access nobody needs and fix sites that are open to everyone. AI usually exposes permission problems that already exist; it does not create them.
Limit what the tool can reach
- Connect to named sites or libraries, not the whole tenant, where the product allows it.
- Be cautious with any tool that asks for tenant administrator rights.
- Check whether it can only read, or can also change and delete.
Get written approval and name an owner
A director signs off each connection, and a named person in the business owns it. Keep a list of every connected tool and review it at least once a year.
Plan for cost
Some AI services charge by use. Agree a limit and a billing owner before rollout, so a busy month does not surprise you.
Quick answers
Can AI read files a user cannot open?
No. It works with the access of the person or account connected to it. That is why over-broad permissions matter.
Should we give an AI tool admin access?
Only with a clear reason, written approval and an owner. Most tools do not need it.
ABCOM runs an AI readiness check covering permissions, approvals and costs. Talk to us.
Related answers and guides
- Can our staff use ChatGPT, Claude or Copilot safely?
- Do we need an AI acceptable use policy?
- Free Microsoft health check
- ABCOM AI guidance notice for clients
- All ABCOM FAQs
Sources and further reading
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