Cybersecurity Tip #14:

Artificial intelligence is becoming part of everyday business operations, but without clear guidelines, employees may unknowingly expose sensitive information or use AI tools in ways that create cybersecurity and compliance risks.

An AI usage policy establishes expectations for responsible AI use while helping protect company data and maintain regulatory compliance.

Define Acceptable AI Use

Employees should understand which AI tools are approved and how they should be used.

A policy should outline:

• Approved AI platforms
• Acceptable business uses
• Prohibited activities
• Data handling expectations 
• Employee responsibilities

Clear guidelines help employees use AI confidently and securely.

Protect Sensitive Information

Not all information should be entered into public AI tools.

Organizations should prohibit employees from entering:

• Customer information
• Financial records
• Confidential business data
• Intellectual property
• Login credentials

Protecting sensitive information reduces the risk of unintended data exposure.

Establish Review Procedures 

AI-generated work should be reviewed before it is shared or implemented. 

Organizations should encourage employees to verify:

• Accuracy
• Compliance requirements 
• Confidential information
• Business appropriateness
• Final recommendations

Human oversight remains a critical part of responsible AI use.

Keep the Policy Up to Date 

AI technology continues to evolve rapidly.

Organizations should review their AI usage policy regularly to account for:

• New AI tools
• Emerging cybersecurity threats
• Regulatory changes
• Updated company security practices

A current policy helps employees stay informed and reduces organizational risk.

Why It Matters

Without clear expectations, employees may unintentionally expose sensitive information or rely too heavily on AI-generated content. A well defined AI usage policy encourages responsible innovation while protecting business data and maintaining security.