SharePoint

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

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

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Definition

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.

See SharePoint in Rencore

Every SharePoint object Rencore discovers and inventories across your tenant.

The governance policies Rencore evaluates against SharePoint, with severity and category.

Built-in SharePoint reports and analytics views in Rencore.

The SharePoint governance dashboard, summarizing risks and status at a glance.

Step 1 of 4

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

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

Site allows guest sign-in

Sites that allow guest access are more exposed to external actors, raising the likelihood of an incident.

High External Access

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

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

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

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 SitesGroup SitesSites with external sharing enabledSites with more than 50GBSites without hub sitesUnused SitesExpired SharePoint File SharingsSite with SharePoint agentsUnapproved SharePoint AgentsApproved SharePoint Agents

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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