The rising popularity of generative AI tools, such as ChatGPT and Google Bard, necessitates robust IT policies to safeguard your company’s data. We’ll explore four crucial aspects to include in these policies, along with specific examples of potential misuse. We’ll also provide an example policy that you can use to steer the decisions that your organization makes if you do not already have a policy.
Copyright and Intellectual Property Protection: It is vital to ensure employees understand that using AI tools to produce works infringing on copyright is prohibited. For instance, they should avoid generating plagiarized reports or designing logos that closely resemble a competitor’s. Emphasize the significance of protecting company secrets. Additionally, employees should refrain from using AI tools to create content that promotes misinformation, hate speech, or any form of discrimination, as these can damage your company’s reputation.
Data Privacy and Confidentiality: Since AI tools may log conversations, employees should refrain from sharing sensitive information with them. Examples of misuse include discussing trade secrets with ChatGPT or inadvertently disclosing client data in a generated document. Train employees on recognizing confidential information and implementing appropriate protection measures. Furthermore, employees should avoid using AI tools for personal matters, such as discussing private issues or engaging in non-work-related conversations, which may inadvertently expose sensitive information.
Vendor and Tool Evaluation: Opt for reputable vendors with strong security and data practices. Misuses in this area include selecting a questionable AI vendor or neglecting to monitor a vendor’s security compliance. Regularly assess whether vendors continue to satisfy your company’s security standards. Employees should not use unauthorized or unvetted AI tools, as these may compromise the company’s data security or lead to legal and ethical issues due to their unknown provenance and compliance.
Employee Training and Awareness: Educate employees on the responsible and secure use of AI tools. Examples of misuse include utilizing proprietary information with AI tools without authorization or disregarding data privacy guidelines. Keep employees informed about policy updates and industry best practices. Also, discourage employees from using AI tools to engage in harmful practices, such as cyberbullying, spreading false information, or attempting to deceive colleagues or clients, as these actions can have severe consequences for the company and its stakeholders.
A comprehensive IT policy for generative AI tools is essential for preserving your company’s data and intellectual property. By addressing copyright protection, data privacy, vendor evaluation, and employee training, you can minimize risks and foster a secure culture within your organization.
Here’s a starting point for this kind of policy. Make sure to make this your own with respect to branding, posture and formatting.
Internal Policy Document: Safeguarding Company Data with Generative AI Tools
Overview
This policy outlines the responsible use of generative AI tools, such as ChatGPT and Google Bard, to safeguard our company’s data and intellectual property. This policy covers the following areas:
- Copyright and Intellectual Property Protection
- Data Privacy and Confidentiality
- Vendor and Tool Evaluation
- Employee Training and Awareness
- Copyright and Intellectual Property Protection
Employees must not use AI tools to produce works that infringe on copyright or intellectual property rights. Misuse examples include:
- Generating plagiarized reports
- Designing logos resembling a competitor’s
- Creating content promoting misinformation, hate speech, or discrimination
To prevent such misuses, employees should:
- Respect and protect company secrets
- Obtain authorization before using proprietary information with AI tools
- Data Privacy and Confidentiality
To maintain data privacy and confidentiality, employees must:
- Refrain from sharing sensitive information with AI tools, such as discussing trade secrets or disclosing client data
- Recognize confidential information and implement appropriate protection measures
- Avoid using AI tools for personal matters or non-work-related conversations
- Vendor and Tool Evaluation
Ensure the security of company data by:
- Selecting reputable AI vendors with strong security and data practices
- Regularly assessing vendor security compliance
- Avoiding unauthorized or unvetted AI tools that may compromise data security or lead to legal and ethical issues
- Employee Training and Awareness
Promote the responsible and secure use of AI tools by:
- Educating employees on policy guidelines and industry best practices
- Providing training on data privacy and recognizing confidential information
- Discouraging harmful practices, such as cyberbullying, spreading false information, or attempting to deceive colleagues or clients
Compliance
Failure to comply with this policy may result in disciplinary action, up to and including termination of employment. Employees are encouraged to report any violations or concerns to their supervisor or the IT department.
Review and Updates
This policy is subject to periodic review and updates. Employees will be notified of any changes and are responsible for adhering to the most current version of the policy.
