Crafting a Clear Usage Policy for AI Tools
Published: 2023-08-15 05:02:21

Imagine this scenario: a new AI tool similar to Copy.ai emerges, set to integrate into software like Word, Excel, and Teams. Concerns about private data being processed arise within your Security team. They suggest banning the tool, but soon, employees start using it anyway.

This is not uncommon. People tend to embrace tools that make their jobs easier, even if it means bending rules. If your organization’s processes are too complicated, they'll find workarounds. If cloud storage is problematic, they'll save files locally.

Chances are, your team is already experimenting with AI tools. Your employees might be using generative AI for tasks, either as an experiment or to aid their work. Banning it might lead to hidden use and a false sense of compliance.

**The solution?** _Draft a usage policy to guide responsible AI tool usage. This approach helps manage organizational risk, provides staff with direction, and shows your organization's forward-thinking stance._

**Creating an Effective Usage Policy:**
Keep the policy simple; complex rules are more likely to be ignored. Focus on a few straightforward do's and don'ts. Key points for most organizations include safeguarding personal information and verifying AI-generated information.

**Example: _Generative AI Usage Policy_**
DO NOT share personal information like full names, addresses, phone numbers, or any data that identifies individuals.

**DO** use generic or fictional names when discussing personal scenarios.

**DO NOT** disclose sensitive data, such as passwords, credit card numbers, health records, or confidential information.

**DO NOT** input confidential information or company intellectual property.

**DO** configure external tools (like ChatGPT) to disable history and cache storage when discussing sensitive matters.

**DO** acknowledge that AI might provide incorrect, biased, or inappropriate responses. Always verify answers.

**DO** use AI models for lawful, ethical, and legitimate purposes.

This example is a starting point; adjust it to suit your organization's needs. While some guides suggest extensive policies with rationale and responsibilities, simplicity is more effective.

**Choosing AI Models:**
Even with a policy in place, you won't endorse every AI tool. Just as you evaluate software, security professionals are struggling to determine safe AI models.

_If you use internal models, a policy remains essential for several reasons:_

- Address hallucinations, biases, and errors that can still occur.
- Prevent employees from using specialized AI tools for unintended purposes.
- Enhance your organization's image by showcasing AI readiness.

**Educate Rather Than Regulate:**
Avoid overloading the policy with teaching material. Instead, provide separate educational opportunities. Offer courses on AI fundamentals to:

- Keep employees updated on disruptive technology.
- Teach efficient AI tool usage and best practices.
- Signal your organization's technological adaptability.
- Reinforce policy adherence.

Training leaders to educate others establishes a cycle of learning. Ultimately, this approach reinforces policy compliance and fosters a culture of responsible AI use.