#aiusepolicy

AI Acceptable Use & Disclosure Toolkit

AI use needs clear rules, approval records, and disclosure guidance.

Employees may already be using AI tools to draft emails, summarize notes, rewrite documents, analyze spreadsheet data, create content, or support everyday business tasks.

That can be useful.

But without documented rules, AI use can become inconsistent, hard to review, and difficult to explain.

A practical AI acceptable use and disclosure process helps answer questions like:

Which AI tools are approved? Document the tools employees may use for business work.

What uses are prohibited? Clarify activities that should not be done with AI tools.

What data is restricted? Identify information that should not be entered into public or unapproved AI tools.

When is human review required? Define when AI-generated output needs review before use.

When should AI use be disclosed? Set expectations for customer, client, internal, or reviewer disclosure.

Who owns the final output? Make accountability clear even when AI assists the work.

The goal is not to make AI use complicated.

The goal is to make it visible, approved, reviewed, and documented.

The AI Acceptable Use & Disclosure Toolkit is designed to help businesses create a more structured starting point for employee AI use, review rules, disclosure expectations, and accountability records.

What Is an AI Acceptable Use Policy?

An AI acceptable use policy explains how employees may and may not use AI tools for business work.

It helps answer practical questions like:

• Which AI tools are allowed? • Which AI tools are not approved? • What data should never be entered? • When does AI use need review? • When should AI use be disclosed? • Who owns the final output? • Who approves exceptions?

This matters because AI use can spread quickly inside a business.

An employee may use AI to draft emails, summarize notes, rewrite documents, analyze spreadsheet data, create code, review vendor files, or prepare customer-facing content.

That can be useful.

But without clear rules, AI use can create risk around:

Security Sensitive information may be entered into public or unapproved tools.

Privacy Customer, employee, vendor, or regulated data may be exposed.

Accuracy AI-generated output may be wrong, incomplete, or misleading.

Compliance There may be no approval record, review process, or evidence trail.

Accountability No one may clearly own the final result.

A practical AI acceptable use policy should cover:

Allowed tools Which tools employees may use.

Prohibited data What information should never be entered into AI tools.

Review rules When human review is required before using AI output.

Disclosure rules When employees should disclose that AI helped create or support the work.

Ownership Who is accountable for accuracy, confidentiality, and final use.

AI use does not need to be complicated.

But it does need documented rules.

Save this definition if your business is starting to organize AI governance.