Why your business needs an AI usage policy

Artificial intelligence is taking the business world by storm. Indeed, here at Dragon IS, we’re busy supporting SMEs to capitalise on the technology in a secure and cost-effective way, to support their everyday activities and drive efficiencies and savings.

With the introduction of any new process or technology – and with AI in particular developing so quickly and emerging in so many different forms – it is always wise to consider how your company will use it responsibly.

Producing clear guidance for employees to maximise effectiveness and minimise any potential risk is a key part of the process. Which is where an AI usage policy comes in.

In simple terms, an AI usage policy is a document that outlines the rules and expectations for how your employees can use artificial intelligence tools within your organisation. A well-crafted AI policy will not only set clear guidelines for employees but also help mitigate risks, ensure compliance and help promote ethical practices.

Here we take a closer look at why you need a policy of this type and what to consider including within one.

 

Why do you need an AI policy?

From ethical considerations to regulatory compliance, here is an insight into the significance of an AI policy and how having one can benefit your organisation.

  1. Ethical considerations: AI systems can have profound impacts on individuals and society. An AI policy ensures that AI is used ethically, avoiding biases and discrimination, and respecting privacy and human rights.
  2. Regulatory compliance: Governments and regulatory bodies are increasingly introducing laws and guidelines for AI usage. An AI policy helps SMEs stay compliant with these regulations, avoiding legal issues and potential fines.
  3. Transparency and trust: Transparency in AI operations builds trust with customers, employees, and stakeholders. An AI policy outlines how AI decisions are made, fostering confidence in the technology.
  4. Risk management: AI systems can sometimes produce unexpected outcomes. An AI policy helps identify and mitigate risks associated with AI deployment, ensuring that potential issues are addressed proactively.

 

What should your business’ AI policy cover?

When developing an AI usage policy, it is essential to ensure that it covers every aspect of AI implementation and usage – from which tools are accessed, to how they are used. Here are some of the key components to consider including in your AI usage policy:

  1. Purpose and scope: Your policy should clearly define the purpose of the AI policy and who it applies to within the organisation.
  2. Terminology – It can also be helpful to explain key terminology used within the policy, especially when talking about new technologies and terms that may not be familiar to everyone.
  3. Authorised applications – With AI emerging in so many different forms, it is wise to specify which applications your organisation has authorised employees to use for business purposes.  For example, Microsoft Copilot can be helpful for organisations using the Microsoft suite of products. In contrast, tools like ChatGPT may not be safe for business use due to potential data privacy issues, inaccurate content generation, security risks, and compliance concerns.
  4. Permitted use – Once you have outlined which applications are authorised, you should next explain and provide examples for what is permitted use. For example, conducting research, drafting internal memos, producing marketing materials and sparking ideas. You should also cover off issues relating to:
    1. Data protection: ensure personal data and sensitive data is never entered into any applications, safeguarding individual rights and ethical standards.
    2. Security: apply the same security measures that are applied to all IT applications in line with existing IT policies and password policies, to help protect against potential cyber breaches and attacks.
    3. Employer data: never enter confidential and sensitive data into applications that could result in a disclosure of the information to third-parties.
    4. Intellectual property: stay aware of intellectual property rights.
    5. Using prompts: never using discriminatory or offensive language within the prompts you use within the application
    6. Ethical use: ensure fair treatment for all individuals and never use such tools to generate offensive content, or content that may be used to bully, intimidate or harass.
  5. Limitations – As an emerging technology, AI currently has its limitations and can make mistakes or fall foul of issues such as bias. Highlight these potential drawbacks within your policy, so employees are aware.
  6. Training – Detail in your policy that your company may require individuals to undergo training on AI applications, either inhouse or through a third-party provider.
  7. Continuous improvement – Make it clear that the policy is part of a process and will be regularly updated in line with industry changes and updated regulations.
  8. Support and clarification – Also point employees in the direction of support or clarification if it’s needed. Make it clear in your policy who they should approach for this.

 

In summary

There is no denying that AI is an extremely exciting area, with the potential to help organisations enhance their operational efficiency, increase productivity, reduce costs, and take things up to a whole new level.

Implementing a robust AI policy and staying on top of developments is one of the best ways to support your business to harness the power of AI, both responsibly and effectively. Something that is also important for maintaining trust and credibility with your customers and stakeholders.

Remember to view your policy as part of a process of continuous improvement and regularly review and update it to reflect further advancements and evolving regulatory requirements. With AI advancing at pace, businesses have a real opportunity now to capitalise on the technology – and avoid being left behind by those that do!

 

Keen to capitalise on AI but not sure where to start?

Talk to our expert team here at Dragon IS for advice on implementing AI within your business. Email us on info@dragon-is.com or call 0330 363 005.

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