Approved AI Tools & Authorized Uses
Standards for selecting approved artificial-intelligence tools and using them only for legitimate, authorized organizational purposes.

Confidential, Personal & Proprietary Information
Rules prohibiting unauthorized entry, disclosure, or processing of confidential, personal, proprietary, client, employee, or other protected information.

Accuracy, Human Review & Decision-Making
Requirements for verifying AI-generated content, applying human judgment, correcting errors, and avoiding unsupported reliance on automated outputs.

Transparency, Attribution & Intellectual Property
Guidance for disclosing AI assistance when appropriate, reviewing source material, respecting ownership rights, and avoiding plagiarism or infringement. 

Bias, Fairness & High-Risk Uses
Standards for identifying biased or discriminatory outputs and obtaining additional review before using AI in employment or other consequential decisions.

Security, Reporting & Noncompliance
Responsibilities for protecting accounts and systems, reporting inaccurate or harmful outputs, preserving relevant information, and addressing policy violations.

Who This Policy Is For

Designed for organizations that use or permit artificial intelligence tools in workplace activities, communications, analysis, or decision support.

A strong fit for small and mid-sized organizations, nonprofits, growing employers, organizations exploring or adopting generative AI and automated tools, and leaders responsible for protecting information, accuracy, fairness, accountability, and organizational trust. 

How to Use This Template

Start with a professionally structured framework, then tailor it to your approved AI tools, permitted uses, information protections, human-review requirements, and oversight practices.

Customize the editable Word template with your organization’s authorized users and tools, approved and prohibited uses, confidential-information safeguards, accuracy and human-review standards, transparency requirements, intellectual-property considerations, high-risk decision controls, security practices, reporting procedures, and consequences for noncompliance. Coordinate it with related confidentiality, information-security, technology-use, records-retention, employment-decision, and code-of-conduct policies; train employees before authorizing AI use; and review the finalized policy as tools, risks, business practices, or legal requirements change.