AI Policy Template: Why every business needs one and how to get yours today

Every company is now an AI company. From automating routine tasks to generating insights from data, artificial intelligence is transforming the way businesses operate. Whether you’re aware of it or not, AI is likely already being used across your organization in some form—be it through shadow AI, integration into existing tools, or third-party vendors.

The growing reliance on AI brings incredible opportunities, but it also comes with significant risks. Without a well-defined AI policy, your organization could be vulnerable to misuse, data breaches, and compliance violations that result in hefty fines. That’s why it’s crucial to establish a comprehensive policy for managing the internal use of AI. Luckily, we’ve designed a comprehensive AI Policy Template you can use to get up and running in no time.

Why you need an AI Policy ASAP

An AI policy is a strategic document that outlines how AI systems should be used within your organization, establishing clear guidelines for their development, usage, and governance. It also sets compliance measures for AI technologies, ensuring that organizations adhere to legal and regulatory standards. It sets clear guidelines on what is and isn’t acceptable, ensuring that AI is employed responsibly and in line with legal and ethical standards. For larger businesses, where technical micromanagement is more complex, having a well-crafted AI policy is even more critical. It serves as a roadmap for AI governance, helping to mitigate risks and capitalize on AI’s benefits without compromising your company’s integrity.

Key areas an AI Policy must cover

While each organization is unique, there some areas that should appear in every AI Policy:

AI usage definition

Establishing a policy helps you clearly define how AI technology should be used within your business. This ensures that all AI-related activities align with your company’s goals and values.

Employee guidance

Your employees need to know what constitutes acceptable use of AI tools. A policy provides clear guidance, reducing the risk of misuse and ensuring that AI is used to its fullest potential.

Data protection

With artificial intelligences tools often involving sensitive data, it’s vital to outline what types of data are appropriate for AI use. Your policy will help safeguard your organization against data breaches and other security threats.

Accountability

An effective AI policy designates specific individuals or teams responsible for enforcing and maintaining AI best practices. This accountability is key to ensuring that your AI initiatives are managed properly.

Risk Mitigation

Perhaps most importantly, an AI policy helps you avoid massive penalties and fines that can arise from AI-related vulnerabilities. Effective risk management addresses potential issues, and protects your business from costly legal repercussions.

Intellectual property laws

Understanding and complying with intellectual property laws is essential for the ethical use of AI tools. Your policy should address legal considerations surrounding AI-generated outputs and pre-existing intellectual property.

Responsible and ethical use

Emphasizing the responsible and ethical use of AI technology in your policy promotes accountability and transparency. This includes establishing principles that prioritize ethical considerations in workplace applications.

Download your free AI Governance Policy Template

To help you get started, we’re offering a free, comprehensive AI Governance Policy Template tailored for small and mid-sized businesses. This template will guide you through the process of creating an airtight policy that addresses the unique needs of your organization. Get your free AI Policy Template here.

What’s included:

• Clear Definitions: Understand and articulate how AI is and isn’t to be used in your business.
• Employee Guidelines: Provide your team with clear instructions on the appropriate use of AI.
• Data Usage Parameters: Define what types of data are suitable for AI processes.
• Responsibility Assignment: Identify who will be responsible for overseeing AI practices in your organization.
• Compliance Assurance: Safeguard your business against legal issues by adhering to best practices.

How to use the template:

1. Download the file.
2. Open it with Acrobat or your preferred PDF editing software.
3. Fill in the editable fields with your company-specific information.
4. Save the completed policy for your records.

By taking these steps, you’ll be well on your way to implementing a robust AI policy that supports your business goals while minimizing risk.

Enter the AI era

Explore GenAI for your business, safely and securely

Explore the suite of new offerings from Thoropass to help your organization set itself up for success in this new era of GenAI and compliance

Learn More