As artificial intelligence (AI) continues to transform businesses, a clear AI policy has become essential to the adoption process. An AI policy acts as a guiding framework for using AI responsibly within your organization, prompting the question, “what should I include in my organization’s AI policy?”
In this blog, we will outline the key elements to consider when developing your organization’s AI policy.
Scope: What type of AI do you want your policy to cover?
What Types of AI Will Be Covered?
Consider whether your policy will only cover chatbots or include all types of artificial intelligence. This choice is essential because it will help you set clear rules and expectations for everyone involved.
Internal vs. Vendor-Built AI
Consider whether your policy will cover AI systems created within your organization, those purchased from vendors, or both.
Purpose: What will your AI policy focus on?
When creating your policy, you should think beyond following the rules. We recommend covering other essential topics like ethics and regular audits. A strong policy doesn’t just ensure everyone is on the same page; it also helps build a culture of honesty and responsibility.
Artificial Intelligence Definitions
Ensure your team is familiar with important AI terms. Here are some common words that you might consider including:
- Algorithm
- Analytics
- Artificial intelligence (AI)
- Chatbots
- Generative AI
- Machine learning
Contact Information
Consider providing contact information for the designated AI representative or company for any questions or support related to artificial intelligence.
AI Education
When you include training in your policy, you help your team make the most of AI as a powerful tool while using it responsibly. Everyone using AI needs to know what it can do, can’t do, and the impact it can have.
[Related: Can I Use AI To Write My AI Policy?]
What tools can your team use?
Approved Tools:
Make a clear list of tools your team can use to help everyone stay on track and remove any confusion.
Restricted Tools:
Knowing which tools your team cannot use is equally important, as this can lead to security issues and other problems.
Getting Permission:
Does your team need approval to use specific tools? If so, we recommend outlining this process from the start.
Proper AI Usage
Starting with AI can be intimidating for your organization, but having clear guidelines within your policy can enhance teamwork and maintain quality. Here are some key points to keep in mind for your policy:
Appropriate AI Tasks:
Clearly outline the tasks where AI can be used. For example, staff can use AI tools like chatbots for routine emails but should avoid using them for significant technical research.
Human Oversight:
While Generative AI can produce content quickly, it can also lead to errors or off-brand messaging. Make sure to include that your team should review all information for accuracy.
Remove Personal Info:
When AI needs specific data to function, encourage your team to anonymize data as much as possible before sharing it to keep it secure.
Transparency:
Include when and how your team should cite the use of AI.
Ethics:
AI can generate incredibly realistic content—text, images, or videos. Without proper guidelines, your team could unintentionally spread false or harmful information. Having an ethics section in place helps ensure that everyone follows best practices, which can prevent the misuse of AI technology.
Data Governance
AI Data Governance establishes standards for data handling, ensuring that data is used responsibly while keeping information safe and secure.
Here are some key points to consider:
Data Collection:
Make sure that the data used for AI is accurate, relevant, and complies with data usage rules.
Data Privacy:
Adhere to all applicable data protection laws, company policies, and individual privacy regulations.
Data Security:
Implement strong security measures to safeguard data in AI systems, including encryption, access controls, and regular audits.
Data Retention:
Establish clear retention periods for data utilized in AI models and ensure the proper removal or archiving of data once it is no longer helpful.
Integration with Existing Policies
Make sure your AI policy is compatible with your other company policies. When all policies work together, they provide better protection and clear guidance.
Review and Revision
Updating your AI policy is essential to keep it current and effective as technology changes. With new advancements in artificial intelligence occurring constantly, your policy should adapt to these changes and incorporate the best practices available.
Having someone from the AI Committee regularly review the policy allows you to include valuable feedback from both those using the AI and those providing it. This teamwork helps ensure your policy stays relevant and promotes an ongoing improvement culture.
What is an AI Committee?
An AI Committee is a dedicated team within a company that focuses on ensuring your use of AI is innovative, ethical, and aligned with your values. This committee is made up of members from various areas like legal, technology and business operations, bringing diverse perspectives to the table.
The primary goal of the AI Committee is to steer your organization toward responsible AI practices. They establish clear guidelines, assess projects to ensure adherence to ethical standards, and proactively identify any potential issues before they arise.
An AI Committee helps safeguard your organization against potential risks and builds trust with your clients and stakeholders by showing your commitment to responsible AI use.
Disciplinary Actions
Unfortunately, you might have to deal with breaches of the AI policy. To deter this, incorporate a summary of potential disciplinary measures your organization might enforce if an employee violates the policy.
Consult Legal Counsel
Consult with legal counsel to ensure your policy complies with all relevant laws, including data protection and privacy regulations. This is especially important for companies operating in multiple regions, as it makes the driving process smoother.
Conclusion
A well-thought-out policy can help your organization embrace the future of work responsibly and build trust with your employees and the public.
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