It seems like AI is on the news every hour lately. As you focus on the day-to-day priorities and management of your business or organization, it can be overwhelming to feel the need to learn about this new frontier of technology. It is both daunting and necessary to consider how best to encourage adoption where valid, while most importantly protecting your business network. Here we offer some general policies to get you started, as well as an AI preparedness checklist for assessing your current security posture.
AI Policies Every Business Should Have
Artificial intelligence (AI) is quickly becoming part of everyday business operations. Employees are using tools like ChatGPT and Microsoft Copilot to draft emails, summarize documents, research questions, and save time. While these tools can improve productivity, they also introduce security risks when used without clear guidelines.
The question is no longer whether employees will use AI, but how they can use it safely. From an IT and cybersecurity perspective, these five policies can help protect company data while allowing employees to take advantage of AI.
Establish an Approved AI Tools Policy
Not all AI tools offer the same security protections. Employees may sign up for free services without understanding how their information is handled or whether submitted data may be retained or used to improve a model.
Businesses should establish which AI tools employees may use for work. Before approving a tool, consider its privacy practices, security controls, and data retention policies.
For businesses using Microsoft 365, Microsoft Copilot may be an appropriate option when properly configured. However, even business-oriented AI tools require appropriate permissions and security settings.
Set Clear Rules for Sharing Company Data
One of the biggest AI-related risks is employees sharing sensitive information without realizing the potential consequences. Pasting customer lists, employee records, financial information, or confidential documents into an unapproved AI service could expose that data.
An AI policy should explain what employees can and cannot enter into AI tools. Confidential business information, personal information, passwords, and other sensitive data should never be submitted to an unapproved service.
Employees should also understand that removing a person’s name may not be enough to make information anonymous. Details within a prompt or document can still expose confidential information.
Require Human Review of AI-Generated Content
AI can produce useful drafts and summaries, but it can also generate inaccurate information, invent sources, or confidently present incorrect answers.
Businesses should require employees to review AI-generated content before using it in customer communications, financial reporting, important business decisions, or other sensitive situations. Employees remain responsible for the accuracy of their work, even when AI helps create it.
This applies to spreadsheets, code, and technical recommendations, too. Unchecked errors can lead to inaccurate calculations, security vulnerabilities, or operational problems.
Define Acceptable and Unacceptable Uses
Employees need practical examples of when AI is appropriate and when it crosses a line. A policy should explain permitted uses, prohibited activities, and situations requiring management approval.
Using an approved tool to brainstorm marketing ideas or summarize nonconfidential information may be acceptable. Using AI to impersonate someone, create deceptive communications, or process sensitive customer information through an unapproved service may not be.
Businesses should also address AI-generated images, audio, and video that could mislead customers or misrepresent company leadership. Clear expectations help employees use AI productively without compromising trust, privacy, or security.
Include AI in Cybersecurity Training
AI is changing how cybercriminals operate, too. Attackers can create convincing phishing emails, imitate someone’s writing style, and generate realistic voice messages designed to trick employees into sharing credentials or transferring money.
Employees should understand that a familiar writing style, polished email, or convincing voice is no longer proof that a request is legitimate. Training should reinforce verification procedures for payment changes, financial transfers, password resets, and requests for confidential information.
Employees also need to know how to report suspicious activity and what to do if they accidentally share sensitive information with an AI tool. Your IT provider can help incorporate these scenarios into security awareness training.
Make AI Policies Part of Your IT Strategy
AI policies don’t need to be complicated, but they should be documented, communicated, and reviewed regularly. Businesses should also review access permissions, data protection settings, and security controls to reduce the risk of accidental data exposure.
Th team at BTS can help evaluate AI tools, identify potential risks, establish safeguards, and train employees on safe usage. We’ve compiled this checklist to provide you with a practical starting point for assessing AI readiness across security, access, data protection, and user training.
AI can be a valuable business tool when used responsibly. If your employees are already experimenting with AI, now is a good time to establish clear guidelines. Contact Burgess Technology Services about developing an AI policy that fits your business, protects your data, and helps your employees use this technology with confidence.
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