Guideline Groundwork

Laying out policy details

GETTING SPECIFIC

In the weeds

With a purpose and scope established, now it’s time to get into the details. These are some questions we asked ourselves as we wrote our policy. The goal of this phase is to crystalize your thoughts on the purpose of generative AI at your company and the requirements employees need to know and consider before using it. Think of it like a “preflight” checklist.

Move to the next page for key questions we asked ourselves. Your policy may seek to address some of these items, too.

“A policy enables us to partner across the organization while helping us protect our company, our employees, and our customers as we innovate together using AI"

Kerry Munz, Chief Technology Officer, Articulate

Did you know?

A 2023 McKinsey survey found that only 21 percent of the respondents who used AI had established policies about its use.

Source: McKinsey

Why a Policy | Purpose and Scope | Core Guidelines | Use Cases | Administration

Key AI policy questions

Gather stakeholders to discuss these brainstorming prompts as you build a policy.

Accounts

What’s the process for accessing company-approved AI tools? For example, when and how can employees access those AI tools? Should it be on-site and/or only on company-owned devices?

Approval

What does the process look like to evaluate, test, and approve AI tools for use? Who are the responsible parties, and who is the final approver of new AI tools?

Data privacy

What are the data privacy risks related to using approved AI tools? How do we help employees understand these risks and their obligations to protect sensitive or confidential data?

Accuracy

What processes need to be in place to validate that both AI input and output is error-free?

Quality

Who is responsible for reviewing content to ensure that generated content meets the company’s standards for its intended use
and audience?

Fairness

How will the organization check AI outputs for bias and discrimination and keep those outputs aligned with the company’s diversity and inclusion efforts?

Why a Policy | Purpose and Scope | Core Guidelines | Use Cases | Administration

Compliance

What legal and regulatory requirements impact your business and generative AI use?

Transparency

Where must we communicate generative AI tool use to stakeholders? What does that communication look like?

Prohibitions

When are generative AI tools or the use of those tools off-limits? Are there limits on the use of AI tools at work?

Governance and Oversight

How does your organization intend to monitor AI use and
policy compliance?

Why a Policy | Purpose and Scope | Core Guidelines | Use Cases | Administration