Employees are already using AI to draft emails, summarize documents, generate marketing copy and analyze business information. A small business needs clear rules explaining which tools are approved, what information may be entered and who remains responsible for the result.
Define Approved Tools
List the products, authorized users, approved uses, prohibited data, required review and the person responsible for each tool.
Prohibit Confidential Information in Public Tools
Examples include customer records, employee data, payroll, payment information, passwords, contracts, financial statements, legal communications, source code and trade secrets.
The FTC has warned that AI providers’ demand for data can conflict with privacy and confidentiality commitments. Read the FTC guidance.
Explain Acceptable Uses
Low-risk uses may include grammar improvement, nonconfidential summaries, generic outlines and first drafts from approved sources.
Require Human Review
Employees remain responsible for facts, prices, calculations, citations, customer commitments and legal or regulatory claims. The SBA advises small businesses to consider privacy, security, intellectual-property and accuracy risks. Read the SBA guidance.
Restrict High-Risk Decisions
Hiring, employee discipline, compensation, legal conclusions, safety approvals, contract acceptance and large refunds should retain authorized human judgment.
Address Meeting Assistants and Connected Apps
Set rules for consent, storage, retention, third-party access and sensitive meetings.
Provide an Approved Alternative
A blanket ban may drive use underground. Provide approved tools, examples and a request process. The article on choosing the first AI process explains how to begin narrowly.
