Ultimately, your organization will have to decide for itself what your AI use policy will look like. Uses this checklist as an example of the things you need to consider when designing your policy.

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1. Purpose & Scope

 

☐ Define the purpose of the AI usage policy

☐ Specify which departments, teams, or individuals the policy applies to

☐ Outline acceptable use cases for AI within the organization

 

2. Roles & Responsibilities

 

☐ Identify who oversees AI governance (e.g., AI Ethics Committee, IT, Compliance)

☐ Define responsibilities for employees using AI tools

☐ Establish accountability for AI-generated outputs

 

3. Acceptable & Unacceptable Use

 

☐ List approved AI tools and platforms

☐ Define prohibited AI use cases (e.g., bias amplification, misinformation)

☐ Address limitations on generative AI for sensitive or legal documents

☐ Prohibit AI use for decision-making without human oversight

 

4. Data Privacy & Security

 

☐ Specify how AI should handle sensitive or personal data

☐ Address data-sharing and storage policies

☐ Require compliance with relevant regulations (e.g., GDPR, HIPAA)

☐ Prohibit the input of confidential or proprietary information into public AI models

 

5. Transparency & Disclosure

 

☐ Require users to disclose when AI-generated content is used in reports, communications, or decisions

☐ Establish guidelines for reviewing AI-generated content before publication

☐ Ensure AI-assisted recommendations are explainable and interpretable

 

6. Bias, Fairness, & Ethical Considerations

 

☐ Require AI tools to be tested for bias before implementation

☐ Define measures for identifying and mitigating bias in AI outputs

☐ Establish ethical guidelines for AI-driven decisions

☐ Require AI tools to align with organizational values and DEI (Diversity, Equity, Inclusion) principles

 

7. Human Oversight & Review

 

☐ Require human review of critical AI-assisted decisions

☐ Establish verification procedures for AI-generated content

☐ Define escalation procedures for AI-related issues or concerns

 

8. Compliance & Legal Considerations

 

☐ Align AI usage with existing legal and regulatory frameworks

☐ Include copyright and intellectual property guidelines for AI-generated content

☐ Address liability concerns regarding AI-assisted decisions

 

9. Training & Awareness

 

☐ Require training on AI best practices and risks for employees using AI tools

☐ Provide guidelines on interpreting AI outputs critically

☐ Offer ongoing education as AI tools evolve

 

10. Monitoring & Policy Updates

 

☐ Establish a process for auditing AI use within the organization

☐ Define how frequently the AI usage policy will be reviewed and updated

☐ Set up a reporting mechanism for AI-related issues or violations