Artificial intelligence is quickly becoming a valuable business tool. From writing and research to customer service and data analysis, AI can help employees save time and accomplish more. But using AI without appropriate safeguards can also create new security, privacy, and compliance risks. Before employees begin using AI tools throughout the business, it is important to establish clear guidelines for when AI should—and should not—be used.
Here are five important recommendations for using AI safely and effectively in your business.
1. Use Licensed and Approved AI Tools
Businesses should encourage employees to use licensed, business-approved AI applications rather than relying on free or unapproved consumer AI tools. Licensed AI solutions can provide businesses with greater control over how information is handled and help protect intellectual property, confidential business information, customer data, and other sensitive information.
Before adopting an AI application, understand its security features, privacy practices, data controls, and how information submitted to the system is stored and used. Your technology advisor can also help evaluate AI tools before they are deployed across your organization.
2. Know When AI Should—and Should Not—Be Used
AI can be extremely useful for brainstorming, drafting emails, summarizing non-confidential information, creating outlines, researching general topics, and automating routine tasks. These are generally lower-risk uses when sensitive information is not involved.
However, employees should be cautious about using AI for critical decisions involving employees, customers, finances, legal matters, security, or other situations where an incorrect answer could have significant consequences. AI should assist people—not replace appropriate human judgment and oversight.
3. Protect Sensitive Information and Intellectual Property
Even when using an approved AI application, employees need to understand what information is appropriate to enter. Sensitive information should only be used in AI tools when the business has specifically approved that use and understands how the information will be protected.
Employees should never casually enter passwords, personally identifiable information, confidential customer information, financial records, proprietary information, trade secrets, intellectual property, or other sensitive data into an AI application without authorization.
4. Train Employees and Establish an AI Use Policy
Technology is only as secure as the people using it. Employees should receive training on how to use AI effectively, how to verify AI-generated information, and how to get the most value from approved AI tools.
Training should also explain your company’s AI policies—including which applications are approved, what information can be entered, and when human review is required. Clear policies and employee education can help prevent shadow AI, where employees use unauthorized AI applications without the knowledge or approval of the business. Employees are more likely to follow AI security policies when they understand both the rules and why those rules are important.
5. Verify AI-Generated Information and Review Your AI Security Regularly
AI can produce inaccurate information, outdated information, or convincing answers that are simply wrong. Employees should fact-check important information, verify sources, review calculations, and use human judgment before acting on AI-generated content.
AI technology and its associated risks are changing rapidly, so your business should regularly review its approved AI applications, security controls, employee policies, and training. AI security should become part of your overall cybersecurity strategy rather than being treated as a separate issue.
Use AI Wisely and Securely
AI can provide significant benefits to businesses, but the goal should not be to use AI everywhere. The goal is to use it where it provides value while protecting your business, employees, customers, and intellectual property.
By using licensed and approved AI tools, protecting sensitive information, training employees, establishing clear policies, and maintaining human oversight, businesses can take advantage of AI while reducing unnecessary security and privacy risks.
Not sure whether your business is using AI safely? Contact us today about creating an AI security and acceptable-use strategy that fits your organization. A proactive approach today can help your business take advantage of AI while protecting the information that matters most.
