Artificial Intelligence was once the stuff of science fiction, with iconic examples like Skynet, HAL, and Blade Runner. In recent years, however, AI has exploded in both usefulness and availability. Today, anyone can use AI to create images and write emails. It's become so integrated into our lives that it's hard to avoid. The new iPhone comes with Apple Intelligence, and Windows is adding Copilot. Whether we like it or not, AI is here to stay.
Microsoft Copilot in Windows
AI is actually a very helpful tool. For those of us with great ideas but who struggle with writing, AI can take outlines and turn them into fully fleshed-out content. Sometimes, we just need someone to read over an email to ensure it flows well and conveys our intended message. AI can do that for you.
However, like any tool, it's important to be aware of the potential dangers of AI:
- Copyright and Plagiarism: Many people think AI generates fresh ideas on its own, but in reality, it reads massive amounts of data and collates it to satisfy requests. This is similar to what humans do. The problem is that sometimes what AI produces can be so similar to existing content that it can lead to legal trouble or be flagged for plagiarism in academic settings. It's best to use AI as a second reader or an idea generator, but not to write content that will be copied directly.
- Hallucination: AI isn't great at distinguishing bad data and lies from legitimate information. Sometimes, it will respond with false information or even make things up. Always double-check what AI has produced to ensure its accuracy.
- Fraud: A very odd case we're seeing is interviewees using AI to answer interview questions. You interview someone, they sound amazing and say all the right things, then they have no idea what they're doing when they start working. We have no idea why someone would think this is a good idea, but it's happening.
- Intellectual Property (IP): A significant risk for businesses is that IP could be inadvertently shared. Anything provided to an AI could be incorporated into its dataset and potentially shared with others who ask similar questions. There have been instances where AI tools have shared code provided by one user with another. If that code were IP, it could end up in the hands of competitors.
For businesses, protecting IP is usually the primary concern. We don't want our valuable trade secrets to be leaked. Often, employees aren't trying to harm the business; they're just trying to be more efficient. To protect your business and its IP, it's crucial to implement an AI policy and educate employees on the proper use of AI. This might mean banning AI entirely or limiting its use to non-IP data. It's a decision that needs to be made sooner rather than later, as AI is rapidly becoming a part of business operations, whether we're ready or not.
We've provided a quick AI policy that you can review. This is an example only and we're not lawyers. You should review this before use.
This example policy was written by AI. Check it for accuracy before using it anywhere. We provide this only as an example.
Policy on the Use of Artificial Intelligence in the Workplace
Purpose
This policy aims to provide guidelines for the responsible use of Artificial Intelligence (AI) technologies within our organization. It highlights the intellectual property (IP) risks associated with AI and emphasizes the importance of data security, privacy, accuracy, transparency, and ethical considerations.
Scope
This policy applies to all employees, contractors, and third-party vendors who use AI technologies in their work.
Policy Statement
- Intellectual Property Risks
- Employees must be aware that using AI technologies can pose significant intellectual property risks. AI-generated content, including but not limited to code, designs, and written materials, may inadvertently infringe on existing IP rights.
- Employees are responsible for ensuring that any AI-generated content does not violate copyright, trademark, patent, or other IP laws. Proper due diligence must be conducted to verify the originality and legality of AI-generated outputs.
- Data Security and Privacy
- Employees must consider where data provided to AI systems is being stored and processed. It is crucial to ensure that sensitive and confidential information is not exposed to unauthorized access or misuse.
- Employees should only use AI tools and platforms that comply with our organization's data security and privacy policies. Any data shared with AI systems must be encrypted and stored in secure environments.
- Employees must not input or share any proprietary, confidential, or sensitive information with AI systems unless explicitly authorized by the organization.
- Accuracy of AI-Generated Materials
- AI-generated materials may not always be accurate or reliable. Employees must review and verify the accuracy of any AI-generated content before using it in their work.
- Employees should cross-check AI-generated outputs with trusted sources and apply their professional judgment to ensure the information is correct and appropriate for use.
- Transparency and Accountability
- Employees must document the use of AI tools and the rationale behind their use in their work. This includes keeping records of AI-generated outputs and any modifications made to them.
- Employees should be transparent about the use of AI when communicating with colleagues, clients, or stakeholders. This includes disclosing when AI-generated content is used and ensuring that it is clearly identified as such.
- Ethical Considerations
- Employees must ensure that the use of AI aligns with the organization's ethical standards and values. This includes avoiding the use of AI for activities that could harm individuals, groups, or the organization.
- Employees should be mindful of potential biases in AI systems and take steps to mitigate them. This includes regularly reviewing and auditing AI systems for fairness and accuracy.
- Compliance and Monitoring
- The organization reserves the right to monitor the use of AI technologies to ensure compliance with this policy. Any misuse or violation of this policy may result in disciplinary action, up to and including termination of employment.
- Employees are encouraged to report any concerns or potential breaches of this policy to their manager or the IT department immediately.
Responsibilities
- Employees: Adhere to this policy and ensure the responsible use of AI technologies in their work.
- Managers: Educate team members about the risks and guidelines associated with AI use and ensure compliance within their teams.
- IT Department: Provide secure AI tools and platforms, monitor compliance, and address any reported concerns or breaches.
Review and Updates
This policy will be reviewed annually and updated as necessary to reflect changes in technology, regulations, and organizational needs.