We recently implemented an AI policy to manage how we use Generative AI (GenAI) and Large Language Models (LLMs). Here's why we did it and how it helps safeguard our operations.
While AI tools can reduce workloads and streamline processes, they also raise important considerations around data security, ethics, and intellectual property. AI policies are designed to safeguard not just employees and customers but, the entire organisation. By establishing formal procedures, you can ensure AI is used responsibly, in a way that aligns with your organisations values and legal obligations.
Here are some key reasons why your organisation should have an AI policy in place:
1. Protect Data and Privacy
AI tools often require access to large amounts of data, some of which may be sensitive or confidential. Without a policy to govern how that data is handled, you could expose your organisation to data breaches or legal issues. A policy ensures that AI is used safely, and that data remains secure.
2. Safeguard Intellectual Property
Generative AI tools can create content, but who owns that content? Without clear guidelines, you risk infringing on intellectual property rights. An AI policy will protect your organisation by setting out the rules around ownership and use of AI-generated material.
3. Ensure Responsible Use
AI has the potential to produce inaccurate or misleading outputs. A policy helps mitigate these risks by requiring users to validate AI outputs and ensuring that AI is used responsibly.
4. Support Innovation with Control
While AI can open up new opportunities for innovation, it's important that this innovation is carefully managed. An AI policy allows your team to explore AI tools while staying within the guardrails of security and compliance. This balance between innovation and control is critical to ensuring AI helps - rather than hinders - your organisation.
When we set out to create our AI policy, we took a step back to understand both the potential benefits and risks AI could bring to our organisation. Here’s how we approached it:
1. Evaluate Risks and Opportunities
Before formally adopting a new AI policy, we wanted to ensure the AI would genuinely benefit our work. To achieve this, we surveyed our team to understand how AI was already being used and where it could add the most value in the near future. As expected for a team of technologists, AI adoption was high, with responses indicating a range of uses, including:
However, the toolset was less diverse, with ChatGPT and Microsoft Copilot being the most frequently used tools. Surveying our team provided valuable insights into how AI is currently utilised, helping us identify areas where it can enhance our processes, add value, and where risks exist, requiring clear boundaries to be set.
2. Clear Guidelines for Use
With common use cases in mind, we developed guidelines for responsible AI use, defining both organisational responsibilities and the expectations for our team. These guidelines include:
3. Governance
With the guidelines in place, we’ve documented an approved list of GenAI and LLM sources. This ensures that our team uses AI tools that meet our security and compliance standards, minimising the risk of unvetted tools accessing sensitive data. Additionally, having an approved list provides clarity and consistency across the organisation, making it easier for teams to select appropriate tools for their tasks.
AI isn’t going anywhere, and the organisations that succeed in the coming years will be those that manage AI responsibly. By developing a comprehensive AI policy, you can ensure your organisation is equipped to leverage the benefits of AI without falling into the traps of poor data security or ethical missteps.
At The I.T. Team, we believe that having a well-thought-out AI policy helps us stay ahead of the curve while protecting what matters most—our people, our customers, and our reputation.
If your organisation is considering AI tools, now is the perfect time to ensure they are managed effectively. If you'd like to explore building an AI policy for your organisation, our Business Improvement team is here to assist.
