Connectors · Microsoft

SharePoint

Rencore monitors SharePoint Online across 32 governance policies, 11 reports, and 10 segments, detecting oversharing, site sprawl, and storage risks automatically.

Digital Workplace AI & Agents

Published 13 May 2026 For M365 Product Owner, IT Admin, CISO

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Rencore SharePoint governance is a set of 32 policies, 11 reports, and 10 segments that continuously audit SharePoint Online for oversharing risks, site sprawl, and storage mismanagement. It detects anonymous sharing links, sites with external access beyond policy, orphaned site collections without active owners, and storage-heavy sites approaching tenant limits, then provides approval-based automations to remediate each finding.

109 governance capabilities: 12 inventories · 32 policies · 11 reports · 10 segments · 4 automations · 3 provisioning templates

Why govern SharePoint with Rencore

Prevent data oversharing

Detect anonymous sharing links, sites shared with external domains outside your allow-list, and documents accessible to "Everyone except external users." Prioritize by sensitivity label and content age.
Eliminate site sprawl

Find orphaned site collections without active owners, inactive sites (no edits in 90+ days), and sites created outside approved provisioning processes. Automate cleanup with approval workflows.
Control storage costs

Monitor sites approaching their storage quota, identify the largest document libraries, and track version history bloat. Reports show storage trends and forecast when the tenant limit will be reached.
Prepare for Copilot rollout

SharePoint content is the primary data source for Microsoft 365 Copilot. Oversharing violations become Copilot oversharing risks. Fix permissions before Copilot surfaces sensitive documents in AI responses.

What Rencore discovers

Rencore automatically inventories these SharePoint object types.

Site Collection

All SharePoint site collections in your tenant
Site

All root site and subsites of a SharePoint site collection
List/Library

All SharePoint lists and libraries
File

All SharePoint files stored in a library of a SharePoint site
Folder

All SharePoint folders stored in a library of a SharePoint site
File Sharing

All shared SharePoint files with their sharing information
SharePoint Group
Deleted Site Collection

All deleted SharePoint site collections
Locked Site Collection

All locked SharePoint site collections
SharePoint Special Group

This is a special group for SharePoint which is used to give access to content in SharePoint to special group of users
SharePoint Agent

SharePoint agents inside a list
Redirected Site Collection

All SharePoint Site Collections with renamed urls

How SharePoint governance works in Rencore

Rencore connects to SharePoint Online via Microsoft Graph and SharePoint REST APIs, inventorying every site collection, document library, sharing link, and permission set in the tenant. Policies run continuously and compare each object against governance rules defined by your organization.

The Copilot connection

SharePoint is the data layer for Microsoft 365 Copilot. Every oversharing violation, an anonymous link, a site shared with “Everyone”, becomes a potential Copilot data leak. Rencore’s SharePoint policies give you Copilot data readiness by default: fix sharing violations, and Copilot answers become safer.

Who uses SharePoint governance

M365 product owners use it to maintain a clean, well-governed tenant. CISOs rely on the oversharing policies to meet data protection requirements. IT administrators use the reports to plan storage procurement and justify site lifecycle policies with data.

Getting started

Connect your Microsoft 365 tenant. SharePoint policies activate on first scan, no per-site configuration needed. Rencore reads data through Microsoft Graph with delegated or application permissions and scans every site collection automatically.

Policies

32 governance rules that detect violations and risks.

Severity Category

SharePoint file is shared with external users

Detects SharePoint files that have been shared externally, potentially exposing sensitive data.

High Security
SharePoint site collection is owned by external users

Identifies SharePoint site collections where external users are in ownership roles, increasing security risks.

High Security
SharePoint Site collections near storage limit

Shows SharePoint Site Collections using more than 90% of their available storage space

High Costs
SharePoint agent references confidential site without approval

Identifies SharePoint agents connected to confidential sites without approval, increasing the risk of unauthorized AI-generated responses.

High Security
SharePoint site is inactive for more than 90 days

Detects SharePoint sites without activity for a defined period, which could impact content accuracy.

Medium Response Accuracy
SharePoint Site Collections without any owners

Shows SharePoint site collections that have no site owner

Medium Sprawl
SharePoint site collections with less than 2 site owners

Shows SharePoint site collections that have less than 2 site owners

Medium Operation
SharePoint lists/libraries with more than 5000 items/documents

Shows SharePoint lists or libraries with more than 5000 items or documents

Medium Operation
SharePoint file is shared with inactive external user

Highlights SharePoint files shared with external users who have been inactive for over six months.

Medium External Access
Site Collections has reached the List/Library limit

Shows Site Collections that have reached the Subsite limit of 2000 List/Library limit per Site Collection

Medium Operation
Site Collection has reached the subsite limit

Shows Site Collections that have reached the Subsite limit of 2000 sites per Site Collection

Medium Operation
Site collection is unused with more than 1 GB

Shows sites which have not been used in last 90 days and are larger than 1 GB

Medium Costs
SharePoint subsite has unique permissions

Detects SharePoint subsites that have unique permissions, making security management complex.

Medium Security
SharePoint site has broken permission inheritance

Detects SharePoint sites where permission inheritance is broken, increasing security risks.

Medium Security
SharePoint site collection lacks sensitivity label

Detects SharePoint site collections missing sensitivity labels, increasing data security risks.

Medium Security
SharePoint agent uses outdated site collection

Identifies SharePoint agents linked to site collections that have not been modified in over a year, increasing response inaccuracy risks.

Medium Response Accuracy
SharePoint agent uses outdated list

Detects SharePoint agents relying on lists that have not been updated in over a year, affecting AI accuracy.

Medium Response Accuracy
SharePoint agent references more than two site collections

Identifies SharePoint agents accessing data from more than two site collections, potentially leading to governance and accuracy issues.

Medium Response Accuracy
SharePoint site collection contains more than 10 agents

Detects SharePoint site collections containing more than 10 Copilot agents, leading to management challenges and potential security risks.

Medium Sprawl
Unused Classic sites

Shows classic SharePoint sites

Low Operation
SharePoint site collections with disabled owners accounts

Shows SharePoint site collections that have any site owner account currently disabled

Low User Offboarding
Site Collection is near subsite limit

Shows Site Collections that have nearly reached the Subsite limit of 2000 sites per Site Collection

Low Operation
Site Collection is near the List/Library limit

Shows Site Collections that have nearly reached the Subsite limit of 2000 List/Library limit per Site Collection

Low Operation
SharePoint agent is not approved

Identifies SharePoint agents that have not been reviewed or approved before use, posing security risks.

Low Security
SharePoint Extranet Sites

Sites without MS Teams where External Sharing is active

Information External Access
Classic sites

Shows classic SharePoint sites

Information Operation
Site Collections with Subsites

Shows all Site Collections that have more subsites than the root site

Information Operation
Sites that have no Hubsite configured

Shows SharePoint sites, that have not been associated with a SharePoint hub site and thus might be not easily discovered

Information Operation
Sites with disabled search

Shows SharePoint Sites where search has been disabled

Information Operation
SharePoint Libraries with disabled search

Shows SharePoint Libraries where search has been disabled

Information Operation
SharePoint file is older than 5 years

Detects SharePoint files that have not been modified in over five years and may be outdated.

Information Response Accuracy
SharePoint file is older than 5 years

Detects SharePoint files that have not been modified in over five years and may be outdated.

Information Response Accuracy

Need a rule that isn't listed? Rencore's Policy Builder lets you create custom policies tailored to your organization. Learn more about the Policy Builder

Reports

11 analytics views and dashboards.

SharePoint Site Collection Storage

Shows storage size of largest SharePoint site collections

Bar Chart · Sprawl
Unused SharePoint Site collections with more than 1 GB

Shows sites which have not been used in last 90 days and are larger than 1 GB

Bar Chart · Costs
Classic Sites

All Site Collections using classic site templates

List · Uncategorized
Group Sites

All sites that are connected to an Microsoft 365 Group

List · Uncategorized
Sites with external sharing enabled

All sites that have external sharing enabled

List · Uncategorized
Sites with more than 50GB

All sites that host more than 50 GB of data

List · Uncategorized
Sites without hub sites

All sites that do not have a hub site assigned

List · Uncategorized
Unused Sites

Sites that haven't been used for more than 90 days

List · Uncategorized
Unused SharePoint Site collections with more than 1 GB

Shows sites which have not been used in last 90 days and are larger than 1 GB

Bar Chart · Costs
Total number of SharePoint Files

Total number of SharePoint Files

Bar Chart · Uncategorized
Large SharePoint Lists

Large lists with many files can slow down scan duration and may require an add-on

Column Chart · Uncategorized

Automations

4 automated remediation workflows.

Send a combined email to all owners of a Site Collection

Send a single (combined) email to the owners of one SharePoint Site Collection
Send one email per Site Collection owner

Send an email to every owner of one SharePoint Site Collection and directly addresses the user by first and last name
Delete SharePoint Site Collection

Moves a SharePoint Site Collection to Site collection recycle bin
Restore Site Collection from recycle bin

Restores a SharePoint Site Collection from Site collection recycle bin

Segments

10 data groupings for targeted filtering.

Classic Sites

All Site Collections using classic site templates
Group Sites

All sites that are connected to an Microsoft 365 Group
Sites with external sharing enabled

All sites that have external sharing enabled
Sites with more than 50GB

All sites that host more than 50 GB of data
Sites without hub sites

All sites that do not have a hub site assigned
Unused Sites

Sites that haven't been used for more than 90 days
Expired SharePoint File Sharings

Shows SharePoint File Sharings file sharings which have reached their expiration date
Site with SharePoint agents

Identifies SharePoint site collections which contain SharePoint agents
Unapproved SharePoint Agents

Identifies SharePoint agents which have not been approved
Approved SharePoint Agents

Identifies SharePoint agents which have been approved

Provisioning Templates

3 resource creation templates.

Communication Site

Share news, reports, status, and other information in a visually compelling format
Team site (no Microsoft 365 group)

Store and collaborate on files or to create and manage lists of information. This template does not create an M365 group to manage Site Owners and Members
Team Site

Store and collaborate on files or to create and manage lists of information. This template automatically creates an M365 group to manage Site Owners and Members

Frequently asked questions

What is SharePoint governance?

SharePoint governance manages site collections, permissions, sharing links, content lifecycle, and storage across SharePoint Online. It prevents oversharing (anonymous links, broad access), controls sprawl (orphaned sites, unused subsites), and ensures compliance with data residency and retention requirements across the tenant.

How many SharePoint governance policies does Rencore offer?

Rencore provides 32 SharePoint-specific governance policies covering security (anonymous sharing links, external access, site permissions), operations (large sites, storage quotas), and sprawl (inactive sites, orphaned site collections). Each policy detects violations automatically and can trigger approval-based automations for remediation.

What is Rencore governance?

Rencore governance is a SaaS platform that continuously monitors your Microsoft 365 tenant for policy violations, configuration drift, and security risks across SharePoint, Teams, Power Platform, Copilot, and AI Agents. It automates compliance evidence collection, surfaces oversharing and sprawl, and provides actionable remediation workflows, reducing manual audit effort by up to 80%.

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