Generative AI tools like ChatGPT, Google Gemini, and Microsoft Copilot are revolutionizing how we work. From drafting emails to summarizing documents and analyzing data, these tools promise massive efficiency gains for businesses of all sizes. But here’s the catch: without a thoughtful approach to the safe use of generative AI in business, these same tools can introduce new security and compliance risks.
Let’s talk about how your organization can embrace AI safely and strategically.
1. Know What AI Tools Are Being Used in Your Business
Whether employees are using AI to brainstorm, draft reports, or automate tasks, chances are you already have AI tools in your workflow. That’s why it's critical to take inventory and track what’s being used.
Why it matters:
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Some tools may store prompts, making sensitive info vulnerable.
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Others may integrate with your systems in ways you’re unaware of.
This is a foundational step in ensuring the safe use of generative AI in business environments.
2. Set Boundaries: What Can and Can’t Be Entered into AI Tools
Employees should never paste proprietary data, client info, or internal documents into AI tools especially cloud-based ones.
Policy tip:
Define what types of data are off-limits in AI tools. Make it part of your cybersecurity training and onboarding process.
3. Use Enterprise-Grade AI Platforms Whenever Possible
Platforms like Microsoft Copilot (built into Microsoft 365) offer more secure environments for AI use within organizations. These tools are designed to respect data compliance and enterprise-level security frameworks.
4. Shadow AI: The Hidden Risk Behind Helpful Tools
Shadow IT is when employees use unauthorized apps or devices for work. “Shadow AI” is the same idea except now it’s tools like AI image generators or bots used without approval.
Fix it:
Create an approved AI tools list. Encourage staff to ask before exploring new platforms.
5. Teach Your Team: AI Isn’t Always Right
AI-generated content can sound convincing but be factually wrong or biased. Make sure your team knows:
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AI is not a source of truth.
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All outputs should be reviewed and verified, especially for external communications or legal materials.
AI Can Work for You If It’s Managed Well
Used properly, generative AI can help reduce burnout, speed up workflows, and enhance creativity. But without clear rules and policies for the safe use of generative AI in business, it can open the door to data leaks, misinformation, and even legal exposure.
Need help building safe IT policies or AI usage guidelines for your organization?
Capital Data Service, Inc. specializes in securing your tech environment so your team can innovate without worry.