What to consider When Creating an AI-Use Policy for Employees

Article by Law Clerk: Valeria Castaneda

As artificial intelligence (AI) becomes increasingly integrated into workplace operations, organizations must establish clear guidelines to ensure responsible and effective use. Creating an AI-use policy for employees is essential to safeguard data, maintain ethical standards, and promote transparency.

Purpose/Mission:

The policy should clearly define the purpose of AI tools. A well-defined purpose grounds the policy and helps employees understand why the organization is adopting AI in the first place. This is where a mission statement can be especially valuable. A clear AI mission statement, aligned with the company’s core values, can serve as a guiding principle for all AI-related decisions. Whether the organization seeks to use AI to improve efficiency, support creativity, or enhance customer experiences, articulating that purpose helps set expectations and boundaries.

Scope:

The policy should address the scope of the AI tools. Scope is a critical element of any AI-use policy because it defines who and what the policy applies to. Without a clearly defined scope, employees may be unsure whether certain tools, departments, or types of AI-generated content fall under the policy’s guidelines. By outlining the specific roles, technologies, and use cases covered, the organization can prevent misunderstandings, reduce risk, and ensure consistent compliance across teams. Employees need guidance on what constitutes acceptable and prohibited AI usage, especially regarding sensitive or confidential information.

Intellectual property rights:

Intellectual property rights must also be addressed, clarifying who owns AI-generated work. Employees understand whether outputs produced with the help of AI are considered company property, especially in industries where content creation, coding, or design are involved. The policy should also address scenarios where employees use third-party AI tools that may claim partial rights over the generated output. Establishing ownership upfront helps prevent future legal disputes and ensures that valuable content remains under the organization's control.

Data Privacy and Security:

AI tools often rely on large volumes of data, some of which may include proprietary, personal, or sensitive information. Organizations should include data privacy and security protocols within their AI-use policy to protect both employee and client data. This includes outlining what types of data can be input into AI systems, prohibiting the use of personal identifiers unless explicitly authorized, and ensuring compliance with applicable laws.

Accountability and Oversight:

An effective policy must also identify who is responsible for overseeing AI usage within the organization. Establishing an internal review board or designating compliance officers can help monitor adherence to the policy and evaluate the ethical implications of new AI tools. This oversight is key to preventing misuse and ensuring that AI is used in a manner consistent with the organization’s values and legal obligations. Training and Education: Finally, the policy should emphasize training and ongoing education. As AI technology evolves, so do the risks and best practices. Regular training helps employees stay informed about changes to the policy, understand the capabilities and limitations of AI tools, and learn how to use them effectively. Investing in education promotes a culture of responsible innovation and ensures that employees feel confident in their AI-related decisions.

As AI becomes a routine part of workplace operations, a clear and comprehensive AI-use policy is no longer optional, it’s essential. By defining the purpose, scope, ownership, and responsibilities surrounding AI tools, organizations can promote ethical, secure, and productive use. A thoughtful policy not only protects the organization but also empowers employees to use AI confidently and responsibly.

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