Who hasn’t ever lost control over data management? We ourselves have experienced that feeling of not knowing exactly where the sensitive information is, who accesses what, or whether we are complying with regulations. This is precisely where Microsoft Purview comes into play, a tool designed to help us understand, protect, and manage the data of our organization, no matter where it is.
Purview is not just a nice name within the Microsoft ecosystem; it’s a platform that allows data classification, automates compliance policies, and provides a clearer visibility of the information circulating within the company. From tagging documents in SharePoint to tracking data in SQL Server or Amazon S3, this tool becomes a kind of compass that helps us stay on course amid the information chaos.
In this analysis, we will dive deep into the most important features of Purview, with its strengths and limitations. We will also discuss for whom it makes the most sense to adopt it, how it compares to other options, and what role it can play in your organization. If you’ve ever wondered how to keep your data under control without going crazy, keep reading because this might interest you.
What is Microsoft Purview?
Microsoft Purview is a comprehensive data governance and management platform developed by Microsoft. Its main goal is to help organizations capture, classify, manage, analyze, and protect all the information they handle, regardless of the sources they use and the type of data. This solution combines the compliance tools of Microsoft 365 and the former Azure Purview into a single environment, enabling greater integration and possibilities for modern, efficient, and secure data management.
Microsoft Purview includes a wide variety of specific solutions for working with data, such as Azure Data Catalog, Azure Synapse Analytics, Azure Data Factory, Power BI, and Microsoft Information Protection. Thanks to this set of tools, users can discover, understand, and use data in the cloud; facilitate data analysis and its governance; create data transformation and movement workflows; provide visualization of relevant data; and protect sensitive information through classification and labeling of documents and emails.
The platform also offers data security solutions that help manage and monitor data and protect information, including features such as detection and classification of sensitive information, application of sensitivity labels, and data encryption, as well as data loss prevention through specific policies.
Additionally, Microsoft Purview provides tools for data security incident analysis and response, helping organizations quickly identify risks of sensitive data exposure and collaborate more effectively with associated teams to resolve issues.
Microsoft Purview vs Azure Purview: What are the differences?
Azure Purview was the original version that Microsoft launched in 2021 as a standalone service on Azure. Its goal was to provide a cloud data governance solution, including data discovery, cataloging, classification, and lineage functionalities. Everything revolved around cloud environments, although it already allowed some connection with hybrid or on-premises environments.
However, in 2022, Microsoft reorganized its compliance, privacy, and governance services under a single umbrella, and that’s when Microsoft Purview was born. The rebranding was more than just a name change, as the service, besides including everything Azure Purview offered, also groups other Microsoft 365 solutions that were previously separate (such as compliance, information protection, and data lifecycle management).
Why Microsoft Purview?
After thoroughly testing Microsoft Purview, we have assigned the tool a final score of 8.6 out of 10. One of the factors that convinced us the most to give this rating is its ability to discover, classify, and protect data in a fairly automated way, something that in many companies remains a manual and error-prone task.
We also found it very useful that it centralizes everything related to compliance, security, and data governance in a single platform. If your company already uses tools like Microsoft 365, Azure, or Power BI, Purview is basically a safe bet, since it integrates very naturally with the rest of the services. That said, it is not a perfect tool, as there is a learning curve and the price can escalate quickly with large volumes of data, but its long-term value makes up for those initial barriers if used properly.
So, if your priority is to have visibility and control over data, comply with regulations like GDPR or HIPAA, and also work with Microsoft products, Purview is a more than solid option. It is not the only one on the market, but it is one of the best fits when you have already made some progress within the Microsoft ecosystem.
9 key features of Microsoft Purview
Microsoft Purview stands out for its ability to manage data in complex enterprise environments. Below, we explore the main features that make this tool an essential ally to govern, protect, and understand our data efficiently:
1. Automatic data discovery and classification
One of Purview’s most powerful functions is its ability to automatically scan data across multiple sources, whether on-premises, in the cloud, or in SaaS applications. This allows us to identify sensitive information, such as credit card numbers or personal data, and apply predefined or custom sensitivity labels. This way, we gain visibility into what data we have and where it is located, facilitating its protection and regulatory compliance.
2. Data catalog and traceability
Purview offers us a unified catalog that combines technical and business metadata, allowing us to understand the origin, transformations, and dependencies of our data. Traceability is crucial to analyze data quality, comply with regulations, and conduct impact analyses when processes change. It also facilitates collaboration between teams by providing a clear view of the information lifecycle.
3. Data governance and policy management
With Purview, we can define and enforce data policies that ensure compliance with regulations and internal standards, which is essential in the era of Artificial Intelligence. This includes managing access and permissions, guaranteeing that only authorized individuals can access sensitive information. The tool helps us keep our data protected and safe, essential in an ever-evolving regulatory environment.
4. Data protection and privacy management
Purview enables the implementation of data loss prevention (DLP) policies and encryption of sensitive information. Additionally, Microsoft’s internal risk management functionality helps us identify anomalous behaviors that could indicate insider threats, allowing proactive actions to protect our data and maintain information privacy.
5. Compliance management tools
The platform includes integrated tools to monitor and assess compliance with regulations such as GDPR, CCPA, or HIPAA. Through the compliance portal, we can conduct audits, investigations, and generate reports that demonstrate our compliance stance to auditors and regulators, simplifying risk management and facilitating data-driven decision-making.
6. eDiscovery (content search)
With Purview’s eDiscovery feature, we can quickly and efficiently search emails, files, and other important content. It also allows us to preserve that information without it being altered, comfortably review it, and export it if needed. This makes the process much more streamlined and less stressful for all involved.
7. Advanced analytics and reporting
The platform provides dashboards and reports that offer detailed insights into data usage, quality, and security posture, enabling us to identify improvement areas, optimize processes, and make data-driven decisions. Additionally, they facilitate the communication of key metrics to stakeholders.
8. Integration with the Microsoft ecosystem
Purview seamlessly integrates with Azure, Microsoft 365, Power BI, and other Microsoft services, allowing us to manage and protect data across the company’s ecosystem. Furthermore, integration with Microsoft Fabric provides a holistic view of our data, facilitating its analysis and governance in complex and distributed environments.
9. Microsoft Purview API
For organizations requiring specific customizations or integrations, Purview offers an API that enables task automation, integration with other tools, and extension of the platform’s capabilities. This provides the necessary flexibility to tailor the solution to our particular needs and scale its use as our data environment evolves.
What sets Microsoft Purview apart from its competitors?
What makes Purview stand out compared to other tools is its ability to automatically identify, classify, and protect sensitive data, without the need to go through each one individually. The tool not only recognizes the most common data types but also understands the context in which they appear, allowing us to apply sensitivity labels accurately (which is key to protecting information without slowing down the organization’s workflow).
Another strong point is how well it integrates with the rest of the Microsoft ecosystem; if we are already using Microsoft 365, Azure, or Power BI, everything fits together naturally. Additionally, its advanced visualization of data lineage gives us a clear picture of how information flows within the company, from its origin to its final use. That visibility and consistency are hard to find in other platforms of the same kind.
Pros of Microsoft Purview ✅
- Very comprehensive data governance capabilities
- Creates an up-to-date map of a business’s entire data estate
- Seamlessly integrates with other Microsoft tools
- Automatically detects and classifies sensitive data
- Greatly helps with compliance and information protection
- Clear and easy-to-understand reports
- Strong and customizable security measures
- Data encryption with the Microsoft Purview Information Protection platform
- Scales well for large data volumes
Cons of Microsoft Purview ❌
- It can be somewhat confusing to set up at first
- Some features have a steep learning curve
- Does not fit as well if you use tools outside of Microsoft
- There are features that overlap with others already included in Microsoft 365
- Can be expensive for small businesses
Who can benefit the most from Microsoft Purview?
- Large companies with extensive data in Microsoft 365 and Azure: The larger the organization, the harder it is to maintain control over information. Purview helps to bring order without losing agility.
- Financial sector companies: Regulatory compliance is critical and sensitive data is abundant. The tool allows compliance with regulations such as GDPR or SOX without complications.
- Hospitals and healthcare organizations: With so much personal data and regulations like HIPAA, it is essential to have a platform that classifies and protects that information.
- Public organizations or governments: Transparency, data protection, and traceability are key in these environments, and Purview can make a difference.
- Technology companies already using Power BI, Microsoft Fabric, or Azure Synapse: If they are already within the Microsoft ecosystem, leveraging Purview is almost a natural extension of the workflow.
- Compliance and security teams with IT resources: If there is an internal team managing data policies, privacy, and risks, Purview provides them with visibility and centralized control.
Who might need another tool?
- Small businesses without Microsoft infrastructure: If they barely use Microsoft services, Purview may be excessive and not cost-effective for their size.
- Freelancers and microenterprises: Most do not need this level of data management, and there are simpler and more affordable solutions that might fit better.
- Companies focused on Google or AWS environments: Although Purview offers some integration with other platforms, it is clearly optimized for Microsoft environments.
Startups without complex compliance or security requirements: If they are still in early stages and do not handle sensitive data nor have regulatory obligations, they can opt for lighter and more agile options.
Reasons to choose Microsoft Purview for your company
- Centralizes data governance in one place: If you already work with Microsoft 365 or Azure, having everything integrated saves you time and headaches.
- Makes regulatory compliance easier: Helps you comply with GDPR, HIPAA, or CCPA without going crazy, thanks to its automatic policies and centralized controls.
- Improves the security of sensitive data: Detects and tags critical information without you having to do it manually, reducing the risk of leaks or misuse.
- Provides real visibility into the data: You can see what data you have, where it comes from, and how it’s used, something many discover they didn’t know until using Purview.
- Fits well with teams already familiar with the Microsoft ecosystem: If your team already uses Power BI, Outlook, SharePoint, or Teams, you won’t need to learn another platform from scratch.
Reasons why users abandon Microsoft Purview
- It can be expensive for certain company sizes: If your organization is small or does not have intensive data usage, the investment may not be worthwhile.
- Requires a learning curve and technical knowledge: It is not a plug-and-play tool. If you don’t have experienced staff, it can become complex to manage.
- Does not always cover very specific needs: Some companies with very particular data flows or regulations miss features that are not in the Microsoft ecosystem.
- It is very focused on Microsoft: If you mainly use Google, AWS, or other environments’ tools, the integration will not be as smooth and may limit its usefulness.
Microsoft Purview Plans and Pricing
Microsoft Purview offers a flexible consumption-based pricing structure. Therefore, there is no fixed fee and the final price will depend on how you configure it and how much data you manage. Some users who have tried it mention that, with moderate use (such as scanning multiple databases and systems like SAP), the monthly cost can be around 500 euros, although this can vary depending on the case.
Microsoft Purview is mainly billed according to the usage of its different components. Some of the main billing areas include:
- Data Governance: The data catalog and data management are billed based on the number of governed resources and the processing units used. For example, the Enterprise data catalog is charged per governed resource per day, and data management is measured in data governance processing units (DGPUs), with different performance levels: Basic, Standard, and Advanced.
- Data Security: Data security investigations and internal risk management are billed according to data security processing units (DSPUs). These units represent the amount of processing needed to analyze activities and generate alerts related to internal risks.
- Data Map: The data map is billed by capacity units, where each unit supports a specific number of operations per second and includes metadata storage. The first megabyte of metadata storage is free for all customers.
It is important to note that prices may vary depending on the region and the type of contract with Microsoft. For an accurate estimate, we recommend using the Azure pricing calculator.
Discounts and Other Considerations
Microsoft offers a free version of the Microsoft Purview data governance solutions, which provides an automatically available instance without the need for configuration. This version allows organizations to test the basic data governance capabilities and begin their journey in this area.
Additionally, there is a 90-day free trial for the Microsoft Purview risk and compliance solutions. This trial includes the features of the Microsoft E5 license package and allows organizations to explore how the extra Purview capabilities can help manage data security and compliance needs.
On the other hand, Microsoft offers grants and discounts for nonprofit organizations and educational institutions. These organizations can access reduced prices on Microsoft products and services, including Azure, Dynamics 365, and Microsoft 365.
Finally, it is relevant to mention that Microsoft Purview Audit (Premium) offers advanced auditing capabilities, and data retention in this version can vary according to the organization’s configuration and needs.
Implementation, training, and documentation
Implementing Purview is not a complicated process, but it’s also not something you can leave to someone without technical experience, as you need to configure connectors with data sources, define sensitivity labels, and establish policies. If we already work with Azure or Microsoft 365, many steps will feel familiar to you, which makes getting started much easier.
Fortunately, Microsoft offers a good amount of resources to help out, including step-by-step guides, videos, interactive labs, and quite comprehensive documentation. There are also courses available on Microsoft Learn, designed for both technical profiles and compliance officers. So, with some time and willingness, it is perfectly manageable without needing to be an expert.
Personnel and Management
Normally, Purview is managed by a mixed team combining IT, security, and data governance profiles. It is usually not the task of a single person, but of several roles collaborating to ensure that data is well classified, protected, and compliant with internal policies and regulations. Sometimes it is led by the IT department, and other times by a team dedicated to governance.
Regarding team size, there is no fixed number. Small companies can manage with two or three experienced people, while large organizations usually have several specialized profiles. The important thing is that there is communication between teams and a clear vision of who is responsible for what, because in the end, managing data is a team effort.
Decision-making process
Deciding whether to adopt Purview is usually not immediate. Many companies take several weeks, and even months, to evaluate it calmly. The process usually involves people from IT, security, compliance, and also business units, since the tool affects all these areas. The first step is usually to review what current problems exist with the data and if they align with what Purview offers.
During the evaluation, other market solutions are compared, the available budget is considered, and it is studied if it fits with the systems already in use. Although the technical team usually leads the evaluation, the final decision is normally made by a joint management, which may include technology leaders (CIO), security (CISO), or compliance officers. Being a cross-functional tool, it is necessary that everyone agrees before taking the step.
Usability and Interface
The interface of the new Microsoft Purview portal has been redesigned to offer a smoother and more intuitive experience. From the first access, a guided tour highlights the portal’s key areas, facilitating familiarity with its features. Then, navigation is organized through a sidebar that groups solutions such as data governance, security, and compliance, allowing quick and consistent access to the various available tools.
Additionally, the portal includes the Knowledge Center, a section dedicated to learning resources like articles, videos, and tutorials that help users deepen their understanding of Purview solutions. All of this together greatly facilitates tool adoption, even for those who are not technical experts.
Security Features
Purview complies with international standards such as SOC 2, ISO/IEC 27001, ISO/IEC 27701, GDPR, and HIPAA. A set of certifications that ensure the platform follows rigorous practices in information security management and personal data privacy.
The platform incorporates security measures such as data encryption in transit and at rest, role-based access control, and detailed auditing. Additionally, it offers information protection features like sensitivity labels and data loss prevention (DLP) policies, which help identify and protect confidential information.
Purview also includes internal risk management capabilities, using behavioral analytics and machine learning to detect suspicious activities within the organization. This enables administrators to take proactive steps to mitigate potential internal threats.
Regarding authentication, Purview integrates with Microsoft Entra ID (formerly Azure Active Directory), allowing the implementation of multi-factor authentication (MFA) and single sign-on (SSO), two functionalities that add an extra layer of security and facilitate user access to necessary resources without compromising security.
Reporting and Analytics Features
Microsoft Purview offers a range of tools that provide detailed information about the status and quality of data within an organization.
Through the Data Estate Insights application, users can access dashboards showing key metrics related to data governance, such as classification rates, data ownership, and catalog adoption. These reports are generated automatically, allowing easy identification of areas requiring attention without the need to manually configure reports.
Additionally, Purview enables the creation of custom reports using tools like Power BI, providing flexibility to tailor analyses to the specific needs of each organization. This customization capability is especially useful for professionals working with data and administrators looking to delve deeper into specific aspects of data quality and usage.
Customer Support
Microsoft offers Purview users several support channels, designed to suit every type of company. In addition to fairly comprehensive and easy-to-follow documentation, there are community forums where other users share questions and solutions.
And if you need more direct help, you can purchase a technical support plan with personalized attention and faster response times. Keep in mind that the response time may vary depending on the type of plan and the urgency of the problem; for critical incidents, support is available 24/7, which is very useful if you work with sensitive data or cannot afford interruptions.
Overall, users usually speak well of the support team, highlighting their professionalism. However, some mention that it can be a bit challenging to get familiar with all the functions at first, especially if you have no prior experience with data governance tools.
Competition: What is the best alternative to Microsoft Purview?
When choosing a data governance tool, it is important to know the alternatives to Microsoft Purview. Below, we explore three outstanding competitors:
Varonis vs Microsoft Purview
Varonis specializes in data security and user behavior analytics. Its platform allows detecting unusual accesses and potential internal threats in real time, making it an attractive option for organizations that prioritize security and regulatory compliance. Additionally, Varonis offers detailed visibility into data permissions and access, facilitating the identification of potential risks.
However, its focus is more centered on security than on data governance in a broad sense, which may be a limitation for some organizations.
Collibra Data Intelligence Cloud vs Microsoft Purview
Collibra offers a data governance solution that stands out for its platform-agnostic approach, making it ideal for organizations operating in mixed environments or using multiple data management systems. This solution provides robust tools for data quality, cataloging, and policy management, allowing technical and business teams to collaborate seamlessly.
Although its integration with the Microsoft ecosystem is not as deep as Purview’s, its flexibility and governance-focused approach make it a strong alternative.
Informatica Axon vs Microsoft Purview
Informatica Axon is a data governance platform designed for large organizations with complex needs. It offers advanced functionalities for policy management, data quality, and traceability, enabling a comprehensive view of the company’s data landscape. Axon integrates well with other Informatica tools, providing a complete data management solution.
However, its implementation can be more complex and costly, making it more suitable for organizations with dedicated data governance resources.
A very complete solution to classify, manage, and protect business data
After thoroughly exploring what Microsoft Purview offers, it is clear that it is a very complete solution for data governance, especially if you already work with services like Microsoft 365, Azure, or Power BI. Its ability to automatically classify data, apply security policies, and comply with regulations without too much hassle is one of its greatest strengths.
That said, not everything is perfect. Purview requires some technical preparation to get started and, depending on the usage, it can represent a considerable investment. But once that initial stage is overcome, what it offers in return (visibility, control, and automation) makes a clear difference in environments with large amounts of data and compliance needs.
Having said that, yes, we recommend Microsoft Purview. It is very useful especially for organizations already integrated into the Microsoft ecosystem and that need a platform to manage their data in an orderly and secure way. It is also ideal if you are concerned about regulatory compliance and want to stop relying on manual and scattered processes.
Now, if you work with other platforms (such as Google Cloud or AWS), or if your priority is a more open solution less focused on a single provider, you might be more interested in an option like Collibra. The same applies if your company is very small or has a low volume of data: there Purview might be too large.