Your team may already use AI to summarize meetings, draft emails, analyze files, or create content. A practical policy gives them safe ways to work instead of pretending the tools are not there.
Quick answer: Approve specific tools and uses, prohibit sensitive information in unapproved systems, require human review for consequential work, document vendor decisions, and provide a simple reporting path.
Define approved and prohibited use
List reviewed tools and the work they may support. Explain what employees should never enter, including credentials, protected personal information, confidential client material, unreleased financial information, and contract-restricted data.
Use workplace examples so employees know whether they may summarize a public report, draft a client email, analyze a customer file, or upload meeting notes.
Match review to risk
Routine brainstorming needs less oversight than a decision affecting employment, credit, healthcare, benefits, contracts, or access to services. Identify categories that always require qualified review.
Make clear that AI output is a draft or recommendation unless an approved process says otherwise. The organization remains responsible for the result.
Review vendors and prepare for incidents
Ask vendors how data is stored, used, retained, shared, and deleted. Record the decision and review it when the product changes.
Employees should know how to report an incorrect output, accidental disclosure, biased result, or unexpected automated action. A fast response process is more useful than a policy no one understands.
What to do this week
- Inventory the AI tools employees use.
- Approve tools and use cases by name.
- List data that cannot enter unapproved tools.
- Define work requiring human review.
- Publish one contact for questions and incidents.
Questions business owners ask
Is an AI policy only for large companies?
No. Smaller organizations often adopt tools quickly and informally. A short policy can reduce confusion and protect customer and company information.
Is this a legal compliance checklist?
No. Requirements vary by location, industry, contract, and use. Use this as an operating foundation and involve qualified professionals where appropriate.
Trusted resources
- NIST AI Risk Management Framework resources (opens in a new tab)