In an era where artificial intelligence (AI) is rapidly evolving and permeating various aspects of business operations, the need for an AI Acceptable Use Policy (AUP) has become increasingly apparent. As companies try to understand how they can leverage AI, they must also acknowledge the ethical, legal, and societal implications that accompany such advancements.
Because these systems are so new, many organizations are not aware of how employees may be using AI systems to help with their jobs. Let’s face it, most of us have used an AI system by now to help with a task at work. Having an AI AUP and proper communication within the organization can help set the stage for what the company sees as acceptable when it comes to using these systems for work-related tasks.
What is an AI Acceptable Use Policy?
An AI Acceptable Use Policy serves as a framework to ensure responsible and ethical AI use and deployment within an organization. It should set clear guidelines and standards for expected AI usage, ensuring that AI technologies align with the company’s values and principles. You should consider what role the use of AI systems may have in your business and what kind of information could an employee provide to an AI system.
Safeguarding Your Data & Privacy
Many companies have Intellectual Property (IP) and Personal Identifiable Information (PII) that should not be fed to an AI system, at least to a public AI system. It should be clear that work-related use of public AI systems should be on approved AI systems and under an account using company email and contact information. Some employees may have personal paid subscriptions for AI systems that may provide different or preferred results or formats, but a company should understand the implications of saved queries in non-company accounts. Those queries and data go with an employee should they leave the organization removing the ability to scrub the data if needed.
Ensure that the use of public AI technologies complies with data privacy and security regulations, especially if sensitive or confidential data is involved. Evaluate the data handling practices of the AI provider and implement appropriate measures to protect proprietary information.
AI systems are not immune to vulnerabilities and errors, which could potentially lead to incorrect results or “bad data”. Employees should identify results or data that is presented as part of their work product, that is an output of an AI system. This allows the ability to review for accuracy and understand what information may be subject to further review.
In today’s interconnected world, news of data breaches can spread rapidly, tarnishing a company’s reputation and eroding customer trust. AI system providers are not immune to data breaches so knowing who is using these systems and what is being fed to them is imperative. By proactively developing and adhering to an AI acceptable use policy, organizations can safeguard their reputation as responsible corporate citizens committed to ethical AI practices.
Embracing the Future of AI
The development of an AI Acceptable Use Policy is not just a best practice but a necessity for any organization leveraging AI technologies. By prioritizing ethical considerations, legal compliance, risk management, stakeholder trust, employee guidance, reputation management, and future-proofing, companies can harness the transformative power of AI while mitigating potential risks and safeguarding their reputation and integrity in the process. As AI continues to reshape how we work, responsible AI usage should be at the forefront of corporate strategy, guided by policies that prioritize ethics, transparency, and accountability.
Please contact our team at Data Evolution for more information on the future of AI and developing an AI Acceptable Use Policy for your organization today!