It is common for employees to use chatbots and other forms of artificial intelligence (AI) for work-related tasks without informing their bosses. The impact of AI on society is a highly debated topic and since the launch of ChatGPT in November 2022, the development of AI tools for business and personal use has accelerated. Companies are exploring the potential of AI services to cut costs by automating tedious tasks.
As an increasing number of AI tools and applications enter the market, businesses must act swiftly to establish policies and guidelines to benefit from the technology while minimizing risks. Shadow AI, the unauthorized implementation of uncontrolled technology, poses security threats and regulatory violations. To solve this problem, companies must design comprehensive policies for employees to follow.
An AI use policy is an essential part of any organization that uses AI technologies. It should be developed to inform and guide employees on how AI can be used within that organization. It should include an introduction, purpose, and scope that offers context and outlines the policy’s applicability. Companies should list pre-approved AI tools, such as ChatGPT and Google Gemini and the evaluation criteria for new ones. Vendors should be assessed, terms and conditions reviewed, and a risk-benefit analysis conducted.
The most important aspect of the policy is the rules of use – the dos and don’ts for input and output. This part of the policy outlines data security, privacy, and ethical standards. Employees must not input proprietary information, personal data of customers and coworkers, or use AI tools to reinforce bias. The output must be fact-checked and labeled correctly. The human must have the final decision when making a choice that impacts the living person.
Developing an AI use policy helps protect businesses from the risks of shadow AI while benefiting from the advances of AI. It allows the integration of AI into business operations while operating within legal and regulatory boundaries.
