Smart Stack 4.0
Trusted Data Lens
Know Where to Look and Why It Matters
Trusted Data Lens
Bring read-only source signals into the Portal’s Unified Data Optic. Connect access, activity, sensitivity, retention, and reporting relationships to the places where deeper investigation and preparation can create value.
Source Signals for the Suite
Lens draws on available signals from connected services. Scope depends on authorized access, source coverage, and what those services expose. Lens provides a starting point for review; it does not replace the Refinery’s file-level analysis.
Follow Reporting Dependencies
Power BI Lineage identifies information supporting reporting. Review dependencies before changing the underlying information or reporting assets.
Recognize Protected Information
Legal Hold and Retention signals help reviewers identify information subject to preservation requirements. Available signals guide review; required preservation obligations and approvals still govern any cleanup decision.
Find Access and Classification Gaps
Sensitivity Label Coverage and External Sharing Exposure highlight information requiring attention. Connect findings to the responsible owner and examine the underlying records before deciding on action.
Understand Activity and Ownership
Activity, Dormancy, and Group and Team views help identify weak ownership and abandoned workspaces. Meeting intelligence and agent source-context views add evidence from authorized sources.
Connect Signals to Deeper Analysis
The Refinery adds content analysis, indexing, classification, and file-level investigation. The Portal brings the findings together with preservation, tool activity, movement, and governed actions. The broader Total Performance Dashboard is a separate PremCloud application outside the January 2027 release.
Explore the Lenses
Power BI Lineage LensUnderstand how data moves across Power BI workspaces, datasets, reports, and dashboards.
The Power BI Lineage Lens brings clarity to the analytical layer of the Microsoft estate. It reveals how datasets, dataflows, reports, and dashboards depend on one another, so leaders can retire, modify, or promote analytical assets with confidence and with dependency evidence to review before changes.
What You Can Identify
- Workspace-to-workspace dependencies across the tenant
- Datasets, dataflows, and reports with no clear owner
- Duplicate or near-duplicate reports drifting across teams
- Downstream impact of retiring or changing a dataset
- Reports still consuming legacy or sunset data sources
The Signals Behind the Findings
- Power BI workspace, dataset, dataflow, and report metadata
- Sharing, endorsement, and certification signals
- Refresh history and dataset utilization
- Source connections into SharePoint, OneDrive, and Fabric
Where Findings Support Action
- Trusted Data Refinery to consolidate duplicated source content
- Trusted Data Collections to organize approved analytical inputs
- Data Mirroring for reviewed delivery of Collection intelligence through supported Fabric integrations
- Trusted Data Portal to route ownership reviews and change requests
Change with Confidence
See downstream impact before modifying or retiring analytical assets.
Reduce Analytical Sprawl
Surface duplicated reports and unused datasets across workspaces.
Assign Ownership
Identify unowned datasets and reports before they become risk.
Prepare for Fabric
Understand what should be promoted, consolidated, or left behind.
Legal Hold LensSee where legal holds exist, who they cover, and where coverage gaps may create unnecessary risk.
The Legal Hold Lens brings fragmented preservation information across Microsoft 365 into a single operational view. Legal, compliance, and IT leaders can see which matters have active holds, which custodians are covered, and where gaps in preservation may expose the organization to sanctions or spoliation risk.
What You Can Identify
- Active holds across Exchange, SharePoint, OneDrive, and Teams
- Custodians and matters currently under preservation
- Custodians who should likely be on hold but are not
- Overlapping holds that create unnecessary preservation cost
- Holds that may warrant legal review before any release decision
The Signals Behind the Findings
- Microsoft Purview eDiscovery hold configuration
- Custodian mappings across mailboxes and site collections
- Hold history and change events
- Matter identifiers where available
Where Findings Support Action
- Trusted Data Portal to stage matter-specific Trusted Data Collections
- Trusted Data Refinery to identify potentially responsive content
- Trusted Data Memory to preserve records requiring long-term retention
- Safe Data Drop to route governed intake for outside counsel
Identify Preservation Gaps
See where custodians and content are missing from active holds.
Review Stale Holds
Identify holds that outlive their matter and drive unnecessary cost.
Traceable Review Findings
Feed matter-ready findings into the Trusted Data Portal.
Executive-Ready View
One consolidated picture of hold posture across the tenant.
Sensitivity Label Coverage LensMeasure how consistently sensitivity labels are applied across the Microsoft estate.
The Sensitivity Label Coverage Lens shows how completely and consistently Microsoft Purview sensitivity labels are applied across SharePoint, OneDrive, Teams, and Exchange. Leaders can identify unlabeled, inconsistently labeled, or potentially exposed content and prioritize where classification effort will deliver the greatest reduction in AI and governance risk.
What You Can Identify
- Percentage of content labeled versus unlabeled by workload
- Sites, libraries, and mailboxes with the largest classification gaps
- Content labeled inconsistently across similar contexts
- Sensitive content that appears to be under-classified
- Areas where labeling debt is growing over time
The Signals Behind the Findings
- Microsoft Purview sensitivity label configuration and application
- Content inventory across SharePoint, OneDrive, Teams, and Exchange
- Label change history where available
- Site, library, and workspace metadata
Where Findings Support Action
- Trusted Data Refinery to enrich unlabeled content with classification signals
- Trusted Data Collections to organize content requiring re-labeling
- Trusted Data Portal to route classification reviews to owners
- Data Mirroring to support reviewed publication under the destination’s access and policy controls
Prioritize Classification Effort
See where labeling gaps concentrate risk and cost.
Prepare for Copilot
Identify classification gaps for owner review before a defined Copilot use case; enforcement remains with the source platform.
Improve Purview Outcomes
Give Purview policies the label coverage they depend on.
Measure Progress
Track label coverage as a tenant-wide governance metric.
Retention Policy Coverage LensUnderstand which Microsoft retention policies are active, what they cover, and where gaps or overlaps exist.
The Retention Policy Coverage Lens gives leaders a clear picture of how information is being preserved across Exchange and Microsoft 365. It reveals where retention policies overlap, conflict, or leave content unprotected, so retention posture can be aligned to regulatory obligations and business need.
What You Can Identify
- Active retention policies and the workloads they cover
- Content that falls outside any retention policy
- Overlapping or conflicting policies across workloads
- Policies applied to inactive or decommissioned locations
- Retention labels that no longer match current classification
The Signals Behind the Findings
- Microsoft Purview retention policy and label configuration
- Scope mappings across Exchange, SharePoint, OneDrive, and Teams
- Retention label application and change history
- Workload inventory and location metadata
Where Findings Support Action
- Trusted Data Memory to preserve regulated communications and records
- Trusted Data Refinery to identify content candidates for retention or disposition
- Trusted Data Portal to route defensible deletion approvals
- Trusted Data Collections to organize records requiring long-term retention
Identify Retention Gaps
See content that falls outside any Microsoft retention policy.
Resolve Policy Conflicts
Identify overlapping or conflicting policies across workloads.
Review Retention Coverage
Give qualified policy owners evidence to compare retention coverage with their requirements.
Defensible Disposition
Identify disposition candidates for retention, hold, ownership, and approval checks.
External Sharing LensReveal where enterprise information is being shared outside the organization.
The External Sharing Lens illuminates one of the highest-risk surfaces in the Microsoft estate. It shows where content is shared with external users, guests, and anonymous links, so leaders can identify exposed information, stale access, and sharing patterns that require tighter governance before AI agents ever see them.
What You Can Identify
- Files and sites shared with external users or guests
- Anonymous or company-wide sharing links that remain active
- External access that has become stale or unused
- Sensitive content shared beyond its intended audience
- Sharing patterns concentrated in specific sites or teams
The Signals Behind the Findings
- SharePoint and OneDrive sharing configuration and events
- Guest user inventory across Microsoft 365
- Anonymous and company-wide link inventory
- External access history where available
Where Findings Support Action
- Trusted Data Refinery to identify sensitive content behind external links
- Trusted Data Collections to organize content for access review
- Trusted Data Portal to route governed remediation to owners
- Safe Data Drop to replace ad-hoc external transfers with governed intake
Surface Real Exposure
See external sharing across the tenant in a single view.
Review Stale Access
Identify guests and links that no longer need access.
Review Copilot Inputs
Surface sharing patterns for access review and approved remediation before extending AI access.
Executive-Ready Risk Picture
Quantify sharing risk in a way leaders can act on.
Activity and Dormancy LensDistinguish actively used information from content that has become stale, abandoned, or potentially obsolete.
The Activity and Dormancy Lens separates living enterprise information from what has quietly become dormant. It surfaces sites, libraries, mailboxes, and files that are no longer used, giving leaders a defensible starting point for archival, ROT reduction, ownership review, and disposition.
What You Can Identify
- Sites and libraries with no meaningful activity
- Mailboxes and Teams with dormant or abandoned ownership
- Files unchanged and untouched for extended periods
- Content concentrations that look like Redundant, Obsolete, or Trivial data
- Candidates for archival or defensible deletion
The Signals Behind the Findings
- Access and modification timestamps across SharePoint, OneDrive, Teams, and Exchange
- Owner and membership signals
- Storage volume and growth trends by location
- Site, library, and mailbox lifecycle metadata
Where Findings Support Action
- Trusted Data Refinery to classify dormant content for ROT reduction
- Trusted Data Memory to preserve records that must be kept
- Trusted Data Portal to execute governed Move, Copy, or Delete
- Trusted Data Collections to isolate abandoned content for review
Recover Storage and Cost
Identify the dormant estate driving unnecessary spend.
Reduce AI Noise
Identify stale content for a reviewed access, retention, or disposition decision.
Defensible Cleanup
Base disposition decisions on tenant-wide evidence.
Focus Governance
Direct effort where activity signals matter most.
Groups and Teams LensUnderstand the condition of Microsoft 365 Groups and Teams across the tenant.
The Groups and Teams Lens brings order to one of the fastest-growing surfaces in Microsoft 365. It reveals inactive, orphaned, duplicated, and poorly governed collaboration spaces, along with the information they contain, so leaders can rationalize the collaboration estate before extending Copilot or agent access.
What You Can Identify
- Inactive or abandoned Microsoft 365 Groups and Teams
- Orphaned collaboration spaces with no clear owner
- Duplicated or near-duplicate Teams across the enterprise
- Teams containing sensitive or over-shared content
- Guest membership patterns across collaboration spaces
The Signals Behind the Findings
- Microsoft 365 Group and Teams inventory and membership
- Ownership and guest access signals
- Activity, message, and file usage where available
- SharePoint site backing for each Team
Where Findings Support Action
- Trusted Data Refinery to inspect the content inside inactive Teams
- Trusted Data Portal to route ownership reassignment and cleanup
- Trusted Data Memory to preserve records from decommissioned Teams
- Trusted Data Collections to isolate content requiring review
Rationalize Collaboration
See where Teams and Groups sprawl is creating governance debt.
Reassign Ownership
Bring orphaned collaboration spaces back under clear ownership.
Review Copilot Context
Identify abandoned Teams and ownership gaps for review before a planned AI use case.
Simplify the Estate
Retire duplicated and unused spaces defensibly.
From Insight to Action
These connected roles support different paths. Collections may activate directly through the Portal or enter Memory for selected preservation.
- 01
Trusted Data Lens
Reveals risk, exposure, cost, and readiness gaps.
- 02
Trusted Data Refinery
Analyzes and prepares the underlying content.
- 03
Trusted Data Collections
Organizes approved information for a defined purpose.
- 04
Data Mirroring
Makes approved Collection intelligence available to supported downstream integrations.
- 05
Trusted Data Memory
Preserves selected records when the purpose calls for retention.
- 06
Trusted Data Portal
Provides governed access, search, and workflow activation.