The Importance of an AI Policy in Your Organisation

In today’s digital age, it’s essential to understand the implications of AI and how it can affect your organisation. Particularly with platforms like ChatGPT, which operate using a method called “LLM” or “Large Language Models,” an AI policy is crucial.

Dangers of Sharing Sensitive Information:
LLMs, like ChatGPT, learn from vast amounts of data. When users interact with them, the AI doesn’t store personal data or individual conversations, but it learns from patterns. If employees share sensitive information—like company secrets, personal details, or proprietary methods—the AI could potentially integrate aspects of that knowledge into its general understanding. Imagine the shock if a tidbit of your company’s confidential data appeared in another person’s AI query!

Best Practices and Risk Mitigation Approaches:

  1. Education is Key: Ensure all employees are aware of the capabilities and risks associated with AI platforms.
  2. Limit Sensitive Interactions: Avoid sharing sensitive or classified information with AI platforms.
  3. Regular Audits: Periodically check the nature of queries being sent to AI platforms to ensure compliance.
  4. Implement an AI Policy: Have clear guidelines on AI interactions, detailing what can and cannot be discussed.
  5. Use Private AI Platforms: Consider using private GPT platforms, such as Microsoft’s Bing Chat Enterprise, which may offer more security and control.
  6. Use Encrypted Platforms: When discussing sensitive matters, prefer platforms with end-to-end encryption.

In Simple Terms:
Think of the LLM as a super-observant person in a room. If you keep talking about your personal secrets, even if they promise not to remember, they’ll still inadvertently learn things about you that might casually come up in future conversations with others.

Remember, technology is an enabler, but it’s our responsibility to use it wisely. Secure your organisation’s future by being proactive with AI policies.

Basic Business AI Policy (Sample Only)

  1. Purpose:
    This policy outlines the responsible use of Artificial Intelligence (AI) tools and platforms within [Your Company Name]. It ensures that our interactions with AI are consistent, secure, and beneficial for our business operations.
  2. Scope:
    All employees, contractors, and third-party representatives working with or for [Your Company Name].
  3. Policy:
  • Awareness and Training:
    • All employees must undergo basic AI awareness training. This will familiarize them with AI capabilities, limitations, and potential risks.
    • Periodic updates and advanced training will be provided as AI technologies evolve.
  • Data Privacy and Security:
    • Employees must not share personal, sensitive, or proprietary information with public AI platforms.
    • All data interactions with AI tools must align with our Data Privacy Policy.
  • Usage Guidelines:
    • Use AI tools only for their intended business purposes.
    • Avoid using AI for personal tasks or non-business related inquiries during working hours.
  • Vendor Selection:
    • Preference should be given to AI vendors that prioritize data privacy and offer end-to-end encryption, such as Microsoft’s Bing Chat Enterprise.
    • Vendors must provide clear documentation on data handling, storage, and deletion.
  • Transparency:
    • When using AI to interact with clients or partners, disclose that they are communicating with an AI or receiving AI-generated content.
  • Monitoring and Auditing:
    • Regularly review AI interactions to ensure they adhere to this policy.
    • Any breach or misuse of AI tools must be reported to the IT department immediately.
  • Feedback and Continuous Improvement:
    • Employees are encouraged to provide feedback on AI tools and their experiences.
    • The IT team will periodically review and update the AI policy based on technological advancements and feedback.
  1. Enforcement:
    Violations of this policy may result in disciplinary action, up to and including termination. It’s everyone’s responsibility to ensure AI tools are used ethically and responsibly.
  2. Policy Review:
    This policy will be reviewed annually or as deemed necessary with the evolution of AI technologies and business needs.

IMPORTANT:  Make sure to customize the policy as per your business’s unique requirements and consult with legal and IT professionals to ensure comprehensive coverage.

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