Governed Knowledge Base on Microsoft 365: Copilot and Claude Ready
Transforming messy SharePoint trees into permission-aware, AI-searchable institutional knowledge with automated breach regression testing.
Structured architectural snapshot optimized for enterprise review and generative search synthesis.
A regulated wealth management and legal firm had tens of thousands of sensitive files scattered across SharePoint Online and OneDrive: duplicate files, unlabelled client portfolios, and confidential fee agreements mixed with public marketing collaterals. Enabling out-of-the-box Microsoft Copilot or enterprise Claude risked catastrophic permission leakage, where employees or junior analysts could query and view partner-only financial records.
Query-Time Pre-Ranking Permission Filter via Microsoft Graph; Automated Quality Gate with Planted Security Breaches
Permission Leakage: 0 Files • Unstructured Docs Indexed: 25,000+ • Automated Quality Gate: 100% Pass
Enterprise Production Architecture / ISO 27001 Aligned
The Business & Architectural Challenge
A regulated wealth management and legal firm had tens of thousands of sensitive files scattered across SharePoint Online and OneDrive: duplicate files, unlabelled client portfolios, and confidential fee agreements mixed with public marketing collaterals. Enabling out-of-the-box Microsoft Copilot or enterprise Claude risked catastrophic permission leakage, where employees or junior analysts could query and view partner-only financial records.
Hard Technical Constraints
Key Architectural Decisions & Trade-Offs
Every major technical decision made during the engagement, with the trade-offs documented.
Query-Time Pre-Ranking Permission Filter via Microsoft Graph
Rationale: Filters retrieval candidates against the caller Entra ID access token before semantic scoring, ensuring restricted documents never enter the context window.
Trade-Off: Adds 60ms latency to query planning to resolve Entra security group memberships.
Automated Quality Gate with Planted Security Breaches
Rationale: Indices are frozen and deployment halted if automated synthetic queries against planted canary files return any restricted content.
Trade-Off: Requires maintaining canary documents and scheduled test suites within the SharePoint tenant.
Implementation Phasing & Execution
Stage 1: Graph Inventory & Deduplication Analysis
Phase 1Scans the SharePoint tenant via Microsoft Graph API, identifying redundant documents, empty folders, and orphaned files.
Stage 2: Markdown Conversion & 5-Tier Classification
Phase 2Converts legacy Office formats to structured Markdown with standard YAML headers (Owner, Client, Classification, Review Date).
Stage 3: Permission-Aware RAG & Permanent Breach Test
Phase 3Indexes sanitized Markdown into pgvector with user-level security trimming; deploys canary breach tests into CI/CD.
Verified Production Outcomes Matrix
Before vs. after comparison across every tracked benchmark — each cell represents a production measurement.
| Benchmark Metric | Before State | After SHIVAM ITCS | Tangible Business Impact |
|---|---|---|---|
| Confidential File Leakage | High risk (Disjointed SharePoint inheritance) | 0 breaches across 10,000+ benchmark queries | Satisfied SEC & FINRA data protection requirements for enterprise AI search deployment. |
| Duplicate & Unlabelled Document Count | 38% duplicate/orphaned files | Under 1.2% unclassified records | Cleaned over 25,000 legacy records into structured, high-signal institutional intelligence. |
| Operational Autonomy | Required Senior DevOps for any search change | Run by Practice Manager via plain-English runbook | Saved $45,000 annually in external sysadmin retainer fees. |
"SHIVAM ITCS gave us what nobody else could: AI search that our compliance team actually approved. The automated breach test that proves permissions on every run is pure engineering brilliance."
Explore More Case Studies
Browse all 6 production deep dives
Governed Knowledge Base on Microsoft 365: Copilot and Claude Ready - FAQ
Direct answers to architectural, technical, and operational questions.
Ready to Build What You Read?
Schedule a technical scope review with Vijay & Ajay Paliwal to map out your architecture and timelines.