Today, data governance is under the spotlight. With over 1,000 AI-related policies now active across 69 countries, businesses are under more pressure than ever to keep track of where their data lives and how it’s used. Microsoft recently added AI-focused governance tools and pay-as-you-go pricing for its Purview suite, signaling how critical data catalogs have become.
That’s where Microsoft Purview Data Catalog comes in. It’s a central place to scan, classify, and manage data across on-prem, cloud, and hybrid setups. By combining features like data lineage, automated discovery, and a shared business glossary, it helps organizations not just find their data, but trust it.
In this blog, we’ll break down what Purview Data Catalog offers, why it matters, and how companies can use it to get control of their data while staying compliant.
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What is Microsoft Purview Data Catalog? Microsoft Purview Data Catalog is a cloud service that maps out all your organization’s data. Think of it as a searchable directory for your company’s information assets.
The catalog sits within the larger Microsoft Purview suite, which handles data governance , risk, and compliance. While other Purview tools focus on security and compliance, the Data Catalog specifically helps people discover and understand data.
Its main goals are straightforward. First, it makes data easy to find. Second, it ensures proper governance controls. Third, it helps teams work together more effectively. Finally, it supports compliance requirements across different industries.
Core Features of Microsoft Purview Data Catalog 1. Automated Data Discovery Microsoft Purview Data Catalog continuously scans your data environment without manual work. It connects to Azure services, on-premises databases, file systems, and business applications.
After scanning, the catalog shows detailed information about tables, columns, files, and how they connect. Users can see what data exists and where it lives.
Supported data sources: Cloud databases like Azure SQL and Cosmos DB On-premises systems including SQL Server and Oracle File storage such as Azure Data Lake and SharePoint Business applications like SAP and Salesforce Big data platforms including Hadoop and Spark clusters2. Data Lineage Tracking Data lineage shows how information moves through your systems from start to finish. This helps teams understand data transformations and dependencies between systems.
Lineage tracking helps you: Follow data flow from source to reports Find upstream issues affecting downstream processes Plan system changes with full impact awareness Debug data quality problems faster Document transformation logic 3. Smart Search and Classification The search engine lets users find datasets using everyday business terms. They can search by table names, column names, descriptions, or business vocabulary.
Automatic classification finds sensitive data like credit card numbers, social security numbers, or email addresses. This supports both governance and compliance work.
Search capabilities include: Full-text search across all metadata and descriptions Filtering by data source, classification, or owner Results ranked by usage patterns Saved searches for common queries Browse by data characteristics 4. Business Glossary Microsoft Purview Data Catalog includes a business glossary that creates standard definitions for terms used across your organization. This shared vocabulary prevents confusion and ensures everyone understands data the same way.
Glossary features:
Define business terms with clear descriptions Link terms to relevant datasets and reports Set up relationships between concepts Assign owners and stewards for terms Track changes to definitions over time 5. Security and Access Controls Security features ensure the right people can access sensitive data while enabling discovery for authorized users. Administrators can set detailed permissions based on user roles and data sensitivity.
Security includes:
Common Use Cases for Microsoft Purview Data Catalog 1. Data Analytics Teams Analytics teams spend too much time hunting for data. They ask around, search through folders, and often settle for whatever they find quickly.
Microsoft Purview Data Catalog lets analysts search for datasets using business terms. They can see data samples, quality scores, and who else has used the data successfully.
Analytics benefits:
Find historical data for trend analysis Locate datasets used in successful projects Check data quality before building models See data refresh schedules Connect with subject matter experts 2. Compliance and Risk Teams Compliance officers need to know where sensitive data lives across the company. Regulations like GDPR require this visibility, but most organizations struggle to answer basic questions about their data.
Microsoft Purview Data Catalog automatically finds and tags sensitive information. Compliance teams can run reports showing exactly where this data exists and who can access it.
Compliance applications:
3. Business Intelligence Teams BI teams build reports and dashboards but often don’t know if their data sources are reliable. When source systems change, reports can break without warning.
Microsoft Purview Data Catalog shows data lineage, so BI developers can trace information from source to report. They can see when data was last updated and get alerts about changes.
BI scenarios:
Validate data sources before building dashboardsUnderstand calculation logic from source systems See which reports might be affected by system changes Document data definitions for report users Find opportunities to consolidate similar reports 4. Data Engineering Teams Engineers build and maintain data pipelines but often work without full visibility. They don’t know which downstream systems depend on their work, so changes can break things unexpectedly.
Microsoft Purview Data Catalog maps these dependencies clearly. Before making changes, engineers can see exactly what might be affected.
Engineering applications:
Check downstream impact of pipeline changes Find reusable datasets for new projects Document transformation logic for team members Monitor data freshness across sources Plan system migrations with full dependency maps
Microsoft Purview Data Catalog Integration 1. Azure Ecosystem Integration Microsoft Purview Data Catalog works best with Azure services. It automatically pulls information from Azure resources and maintains real-time connections. Security settings from Azure Active Directory apply automatically.
Complete Azure integrations:
2. Power BI Integration Power BI shows dataset descriptions, lineage tracking, and usage metrics directly in the workspace. Users don’t need to switch between tools to understand their data sources.
Power BI features:
Dataset descriptions in Power BI workspace Lineage tracking from source to report Usage metrics showing popular datasets Data quality indicatorsDirect links to detailed catalog information Microsoft Purview Data Catalog connects to many database systems beyond Microsoft products.
Supported databases:
Oracle with full lineage support MySQL and PostgreSQL databases MongoDB and Cassandra for NoSQL Snowflake with scanning capabilities Amazon RDS and Redshift Google BigQuery Teradata for enterprise data warehousing SAP HANA and S/4HANA IBM DB2 4. Business Application Connectors The platform connects to business applications including Salesforce, SAP systems, and various BI tools.
Business applications supported:
Salesforce for CRM data Microsoft Dataverse SAP ECC and S/4HANA Tableau and Looker Qlik Sense Erwin for data modeling
Getting Started with Microsoft Purview Data Catalog 1. Initial Setup Setting up Microsoft Purview Data Catalog starts with creating a Purview account through the Azure portal. The process needs minimal upfront setup and can be done in under an hour.
Start with a pilot approach. Focus on a few high-value data sources rather than trying to catalog everything right away.
Setup steps: Create Purview account in Azure portal Set up networking and security Configure user roles and permissions Install scan agents for on-premises sources Connect initial data sources 2. Data Source Scanning Begin scanning with your most important data sources. Choose systems that teams use frequently or that contain business-critical information.
Scanning best practices:
Start with 3-5 high-value data sources Schedule scans during off-peak hours Test with development environments first Monitor scan performance Review discovered assets before expanding 3. Building the Business Glossary Creating a business glossary takes time but provides big value. Focus on terms that cause confusion or have multiple definitions across teams.
Glossary development:
Identify frequently used business terms Get definitions from subject matter experts Set up approval workflows for new terms Link terms to relevant datasets Create relationships between concepts
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Microsoft Purview Data Catalog Limitations and Considerations 1. Cost and Licensing Microsoft Purview Data Catalog uses consumption-based pricing that can become expensive for large organizations. Costs include capacity units for scanning and storage charges for information.
Cost considerations:
Capacity unit consumption for scanning operations Data map storage charges for metadata retention Network egress costs for multi-region deployments Staff time for administration and maintenance Integration development for custom sources
2. Learning Curve The platform assumes familiarity with data governance concepts that may be new to some users. Business users especially may find the interface challenging initially.
Adoption challenges:
Technical interface may intimidate business users Data governance concepts unfamiliar to some teams Requires cultural shift toward self-service data discovery Success depends on active user participation Ongoing maintenance requires dedicated resources
3. Microsoft Ecosystem Dependency While Purview supports various data sources, it works best within Microsoft’s technology stack. Organizations using primarily non-Microsoft tools may find integration more complex.
Dependency considerations:
Optimal performance with Microsoft Azure services Limited features for some non-Microsoft sources Integration complexity increases with diverse technology stacks Vendor lock-in concerns for some organizations May require additional tools for complete data governance
4. Technical Limitations The platform has specific technical constraints that may affect some organizations’ ability to fully leverage its capabilities.
Technical constraints:
Limited customization options for the user interface Scanning performance varies by data source type Some advanced governance features require additional licensing API limitations for custom integrations Regional availability may affect deployment options
Best Practices for Using Microsoft Purview Data Catalog Getting value from Microsoft Purview Data Catalog isn’t just about setting it up. To really make it effective, organizations should follow a few best practices that help with adoption, governance, and long-term success.
1. Start small, then scale up Instead of trying to scan every system from day one, begin with the most critical data sources—like SQL databases, Power BI datasets, or key storage accounts. This phased approach reduces complexity, makes it easier to manage early challenges, and shows quick wins to stakeholders.
2. Build a strong business glossary A catalog is only as useful as the definitions inside it. Create a shared glossary of business terms, metrics, and rules so everyone—from analysts to executives—uses the same language. This avoids confusion and improves trust in reports and dashboards.
3. Define clear roles and responsibilities Data governance works best when people know their part. Assign roles such as data owners, stewards, and consumers. Owners should ensure accuracy, stewards should monitor compliance, and consumers should use cataloged data responsibly. This structure keeps accountability clear and reduces overlap.
4. Automate classification and scanning Leverage Purview’s built-in AI classification models and scheduled scans. This ensures new datasets are automatically discovered, tagged, and labeled without manual effort. It saves time, keeps metadata fresh, and helps maintain compliance with evolving regulations.
5. Encourage adoption across teams For Purview to succeed, it must be used beyond IT. Train analysts, business users, and compliance teams to search and contribute to the catalog. The more people rely on it daily, the more valuable it becomes as a trusted data hub.
6. Monitor usage and improve continuously Use Purview’s insights dashboards to track how often assets are searched, accessed, or flagged. These metrics highlight which datasets are most valuable, which glossaries need updates, and where governance rules should be tightened. Treat it as an ongoing process, not a one-time setup.
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Our expertise in Purview implementation ensures that your organization’s data is effectively classified, monitored, and secured across all business functions . From identifying potential risks to enforcing compliance policies, we equip your team with the tools needed to manage data confidently. With Kanerika, you gain more than just robust data governance—you achieve a secure, compliant, and future-ready digital ecosystem that drives long-term business success.
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FAQs How is Purview Data Catalog different from a traditional database catalog? Traditional database catalogs are tied to a single platform, offering limited visibility. Purview Data Catalog, however, spans cloud, on-prem, and multi-cloud systems. This allows organizations to track lineage, classify sensitive data, and provide business glossaries, enabling collaboration across teams and making governance much more consistent and scalable.
What is the difference between data map and data catalog in purview? Data Map is what you use to scan all your assets and multicloud sources to capture metadata. Unified Catalog is a searchable catalog of your scanned data where you curate, grant access to, and improve the health of your data.
What are the two types of classification in Microsoft Purview? Types of classification
System classifications: 200+ system classifications supported are out of the box. Custom classifications: You can create custom classifications when you want to classify assets based on a pattern or a specific column name that’s unavailable as a system classification. How do I get started with Microsoft Purview Data Catalog? To get started, create a Purview account in the Azure portal, connect your data sources for scanning, and run automated classification. Build a business glossary for shared definitions, and enable lineage tracking for visibility. Organizations typically begin small with key systems, then scale as adoption and governance maturity grow.
What’s new in Purview Data Catalog in 2025? AI governance features to manage machine learning data. Observability tools for pipeline monitoring. Pay-as-you-go pricing model. Expanded connectors for hybrid and multi-cloud data. More intuitive dashboards and reporting. 
