Originally published November 2, 2023. Last reviewed and updated: July 2026.
AI is showing up in nearly every corner of the workplace — from drafting emails to summarizing meetings. Tools like ChatGPT, Zoom’s AI Companion, Microsoft Copilot, and Otter.ai are already being used by staff, often without much fanfare — or oversight.
That’s why now is the time to define how, when, and why AI should be used in your organization — not just to protect against risk, but to align its use with your values, mission, and operations.
A practical AI policy doesn't eliminate every AI risk, but it gives employees clear expectations while supporting broader Information & Data Governance across the organization.
An AI Policy Is Part of AI Governance
An AI policy is one component of a broader AI governance program. It helps establish expectations for how employees use AI tools, but effective governance also includes information security, data classification, acceptable use, vendor review, training, and ongoing oversight.
Organizations don't need hundreds of pages of policy. They need practical guidance that helps employees make good decisions while protecting organizational information and intellectual property.
Why You Need an AI Policy — Even If You’re “Not Really Using AI Yet”
Many organizations assume they don’t need an AI policy because they haven’t rolled out generative tools formally. But here’s the reality:
- If your team records meetings on Zoom or Teams and receives automated transcripts, you’re using AI.
- If someone copies and pastes sensitive data into ChatGPT to “summarize it,” your data is already in play.
- If your CRM auto-tags contacts or prioritizes leads, it may be powered by machine learning.
The line between “using AI” and “just using software” is getting blurrier every day. A policy helps clarify expectations, build awareness, and establish safeguards — without stifling innovation.
5 Questions Your AI Policy Should Answer
1. What tools are approved for use?
Create a list of sanctioned tools (e.g., Otter.ai, Zoom AI Companion, Microsoft Copilot) and note any that are explicitly prohibited due to security, data residency, or privacy concerns.
2. What types of data are off-limits?
Spell out what cannot be input into AI tools — such as:
- Personal identifying information (PII)
- Confidential stakeholder or client details
- Internal financial or HR data
- Proprietary or unpublished research
3. How should staff disclose AI-assisted work?
If someone uses AI to draft content, summarize a meeting, or generate analysis, should they disclose that? In what context?
Your policy might suggest a simple note like: “This summary was generated using Otter.ai and reviewed for accuracy.”
4. Where will AI-generated content be stored?
Clarify expectations about:
- Where AI summaries or drafts should be saved
- Whether meeting transcripts are considered records
- Who has access to AI-generated files
This is especially important with auto-generated content from tools like Teams or Otter that may sync directly to cloud folders.
5. Who’s responsible for oversight?
Assign a point person or team (such as your CIO, data governance lead, or security team) to:
- Review new tools
- Monitor changes to existing tools
- Update policy language as needed
6. How will we protect organizational knowledge and intellectual property?
Employees increasingly use AI to summarize meetings, draft documents, analyze data, and generate new ideas. Your policy should clarify what organizational knowledge can be shared with AI tools, what information must remain confidential, and how AI-generated work fits into your existing information governance practices.
Specific Considerations for AI Meeting Assistants and Transcription Tools
AI transcription tools like Otter.ai, Zoom AI Companion, and Microsoft Teams’ recap features are incredibly useful — but they introduce risks, especially when:
- Sensitive conversations are transcribed and stored indefinitely
- Transcripts are shared without context or permission
- Staff assume AI summaries are “accurate enough” to replace note-taking or nuanced discussion
Your policy should include:
- When and how meetings may be recorded or transcribed
- Who owns the transcript and where it should be stored
- When to inform participants (especially external guests) that transcription is enabled
Final Thoughts
An AI policy is often the first step, but it shouldn't be the last. As AI becomes part of everyday work, organizations also need practical approaches to information governance, data classification, vendor management, knowledge management, and ongoing oversight.
An AI policy isn't about restricting innovation. It's about creating consistent expectations so employees can use AI confidently, responsibly, and in ways that support your organization's mission, governance practices, and long-term knowledge.
Done well, your policy will:
- Reduce accidental risk
- Encourage safe experimentation
- Reinforce your organization’s commitment to transparency, privacy, and mission-aligned tech
Continue Exploring
Foundational Resources
- Information & Data Governance: An Executive Guide
- Information & Data Governance FAQ
- Information & Data Governance Consulting
