ChatGPT and other generative AI tools (such as DALL-E) offer significant benefits for businesses. However, without proper governance, these tools can quickly become a liability rather than an asset. Unfortunately, many companies adopt AI without clear policies or oversight.
Only 5% of U.S. executives surveyed by KPMG have a mature and responsible AI governance program. Another 49% plan to establish one in the future but have not yet done so. Based on these statistics, while many organizations see the importance of responsible AI, most are still unprepared to manage it effectively.
Looking to ensure your AI tools are secure, compliant and delivering real value? This article outlines practical strategies for governing generative AI and highlights the key areas organizations need to prioritize.
Benefits of Generative AI to Businesses
Businesses are embracing generative AI because it automates complex tasks, streamlines workflows and speeds up processes. Tools such as ChatGPT can create content, generate reports and summarize information in seconds. AI is also proving highly effective in customer support by automatically sorting queries and directing them to the right team member.
According to the National Institute of Standards and Technology (NIST), generative AI technologies can improve decision-making, optimize workflows and support innovation across industries. All these benefits aim for greater productivity, streamlined operations and more efficient business performance.
5 Essential Rules to Govern ChatGPT and AI
Managing ChatGPT and other AI tools isn’t just about staying compliant. It is about keeping control and earning client trust. Follow these five rules to set smart, safe and effective AI boundaries in your organization.
Rule 1. Set Clear Boundaries Before You Begin
A solid AI policy begins with clear boundaries for where you can or cannot use generative AI. Without these boundaries, teams may misuse the tools and expose confidential data. Clear ownership keeps innovation safe and focused. Ensure that employees understand the regulations to help them use AI confidently and effectively. Since regulations and business goals can change, these limits should be updated regularly.
Rule 2: Always Keep Humans in the Loop
Generative AI can create content that sounds convincing but may be completely inaccurate. Every effective AI policy needs human oversight. AI should assist people rather than replace them. It can speed up drafting, automate repetitive tasks and uncover insights but only a human can verify accuracy, tone and intent.
This means that no AI-generated content should be published or shared publicly without human review. The same applies to internal documents that affect key decisions. Humans bring the context and judgment that AI lacks.
Moreover, the U.S. Copyright Office has clarified that purely AI-generated content that lacks significant human input is not protected by copyright. This means your company cannot legally own fully automated creations. Only human input can help maintain both originality and ownership.
Rule 3: Ensure Transparency and Keep Logs
Transparency is essential in AI governance. You need to know how, when and why AI tools are being used across your organization. Otherwise, it will be difficult to identify risks or respond to problems effectively.
A good policy requires logging all AI interactions. This includes prompts, model versions, timestamps and the person responsible. These logs create an audit trail that protects your organization during compliance reviews or disputes. Additionally, logs help you learn. Over time, you can analyze usage patterns to identify where AI performs well and where it produces errors.
Rule 4: Intellectual Property and Data Protection
Intellectual property and data management are critical concerns in AI. Whenever you type a prompt into ChatGPT, you risk sharing information with a third party. If the prompt includes confidential or client-specific details, you may have already violated privacy rules or contractual agreements.
To manage your business effectively, your AI policy should clearly define what data can and cannot be used with AI. Employees should never enter confidential information or information protected by nondisclosure agreements into public tools.
Rule 5: Make AI Governance a Continuous Practice
AI governance isn’t a one-and-done policy. It is an ongoing process. AI evolves so quickly that regulations written today can become outdated within months. Your policy should include a framework for regular review, updates and retraining.
Ideally, you should schedule quarterly policy evaluations. Assess how your team uses AI, where risks have emerged and which technologies or regulations have changed. When necessary, adjust your rules to reflect new realities.
Why These Rules Matter More Than Ever
These rules work together to create a solid foundation for using AI responsibly. As AI becomes part of daily operations, having clear guidelines keeps your organization on the right side of ethics and the law.
The benefits of a well-governed AI use policy go beyond minimizing risk. It enhances efficiency, builds client trust and helps your teams adapt more quickly to new technologies by providing clear expectations. Following these guidelines also strengthens your brand’s credibility and shows partners and clients that you operate responsibly and thoughtfully.
Turn Policy into a Competitive Advantage
Generative AI can boost productivity, creativity and innovation but only when guided by a strong policy framework. AI governance doesn’t hinder progress. It ensures that progress is safe. By following the five rules outlined above, you can transform AI from a risky experiment into a valuable business asset.
We help businesses build strong frameworks for AI governance. Whether you are busy running your operations or looking for guidance on using AI responsibly, we have solutions to support you. Contact us today to create your AI Policy Playbook and turn responsible innovation into a competitive advantage.
In recent years, generative AI tools like ChatGPT have rapidly gained adoption among both individuals and businesses. Within organizations, teams are leveraging these tools for a wide range of tasks, including drafting emails, brainstorming ideas, writing code, analyzing data, summarizing reports, and even creating media such as videos and images.Read more
Your backup software may show a daily green “success” message, and weekly reports tell you everything is fine. While this feels safe, ask yourself this critical question: when was the last time you actually restored a file from that backup? If the answer is never, you are gambling with your business data. A backup system without regular testing is like a fire alarm that’s never been checked, you don’t want to discover it’s failing during an emergency.Read more
The holiday season brings increased business activity, celebrations and year-end deadlines. It also marks peak opportunity for scammers. As companies focus on hitting targets and managing festivities, cybercriminals take advantage of urgency and distraction to carry out some of their most profitable schemes including fake vendor invoices and gift card fraud. Read more
Your Microsoft 365 bill arrives every month and it is easy to treat it as just another cost of doing business. However, much of that spending may be going to waste. Licenses often remain assigned to former employees or to staff who don’t need premium features which a problem known as SaaS sprawl. This silent drain on your budget can be addressed quickly (sometimes in just a few hours). A Microsoft 365 cleanup isn’t about cutting corners. It is about using resources wisely and ensuring every license serves a purpose. Let’s stop paying for empty seats and reclaim that value.Read more
Have you ever been concerned about your credit card or personal data getting stolen while shopping online? You are not alone. Each holiday season, as millions of shoppers flock online for convenience, hackers ramp up their activity. The Federal Trade Commission (FTC) has warned that scammers often create fake shopping websites or phishing emails to steal consumers’ money and personal information (especially during the holidays).
If you are planning to shop this holiday season, now is the perfect time to boost your online security. Two simple tools such as password managers and virtual cards can make a big difference. This article will show you how to use them to enjoy zero-risk online holiday shopping.
Why People Prefer Password Managers and Virtual Cards for Online Shopping
Shopping online is quick, easy and often cheaper than going to physical stores. However, it is fraught with security risks. Many people now use password managers and virtual cards for safer transactions.
A password manager creates and keeps complicated and distinct passwords for all accounts. This minimizes the chance of unauthorized access and theft. The Cybersecurity and Infrastructure Security Agency (CISA) recommends using password managers to reduce password reuse and protect sensitive data from hackers.
Virtual cards also add an extra layer of protection when shopping online. Although the card numbers are linked to your real credit or debit card account, the merchant never sees your card details. This helps prevent identity theft and financial fraud.
Tips for Using Password Managers and Virtual Cards for Zero-Risk Holiday Shopping
Before you start adding items to your cart, the safety of your money comes first. Here are smart ways to use these tools to improve online security during the holidays.
Choose a Reputable Password Manager
Select a trusted provider with strong encryption and a solid reputation. Popular options include 1Password, Dashlane, LastPass and Bitwarden. Fake versions are everywhere so make sure you only download from the official website or app store.
Create a Strong Master Password
Your master password protects all your other passwords and should be the most secure. “Secure” means making it unusual and not something that can be guessed. You can achieve this by combining letters, numbers and special characters.
Turn On Two-Factor Authentication
2FA adds another protection step by requiring two verification steps. Besides your password, you can choose to receive a verification code on your phone. Even if hackers steal your password, they can’t access your account without your verification code.
Generate Virtual Cards for Each Store
Set up a separate virtual card for each online retailer. Many banks and payment apps offer this feature. That way if one store is compromised then only that temporary card is affected and your main account stays safe.
Track Expiration Dates and Spending Limits
Virtual cards often expire after a set time or after one purchase. This is good for security but make sure your card is valid before placing an order. Set spending limits as well because this helps with holiday budgeting and prevents unauthorized charges.
Shop Only on Secure Websites
Be sure to purchase only from websites you are familiar with. Don’t shop from any link in an advertisement or email. You may end up on phishing sites that target your information. The URL of a safe site starts with “https://.”
Also, pay attention to data encryption. Look for the padlock symbol on your browser address bar. This indicates that the site has employed SSL/TLS encryption that encrypts data as it is passed between your device and the site.
Common Mistakes to Avoid for Safer Online Shopping
Even with the best security tools, simple mistakes can put your data at risk. Developing strong security awareness is key to safer online habits. Here are some common pitfalls to watch out for when shopping:
Reusing Passwords
One hacked password can put all your accounts at risk. Keep them safe by using a different password for every site. Your password manager makes it easy to generate and store strong and distinct passwords for each one.
Using Public Wi-Fi for Shopping
Hackers can easily monitor public Wi-Fi networks which makes them unsafe for shopping and any online activity. To protect your data, avoid using Wi-Fi in coffee shops, hotels or airports for online shopping. Stick to your mobile data or a secure private network instead.
Ignoring Security Alerts
Many people overlook alerts about unusual activity but ignoring them can be risky. If your bank, password manager or virtual card provider alerts you to suspicious activity, act immediately. Follow their instructions to protect your data like changing your password and reviewing recent transactions for any signs of fraud.
Saving Card Details in Your Browser
While browsers allow card information to be saved, it is less secure than virtual cards. If hackers access your browser, your saved cards are compromised.
Shop Smarter and Safer This Holiday Season
The holidays should be about celebration and not about worrying over hacked accounts or stolen card details. Using tools like password managers and virtual cards lets you take control of your online shopping security. These tools make password management easier, protect you from phishing scams and add extra protection against cybercriminals. As you look for the best holiday deals, include security in your shopping checklist. Peace of mind is the best gift you can give yourself.
Need help improving your cybersecurity before the holiday rush? We can help you protect your data with smarter and easy-to-use security solutions. Stay safe, stay secure and shop online with confidence this season. Contact us today to get started.
Have you ever thought about how many potential customers leave your website because of accessibility issues? It is not just a guess. A UK Click-Away Pound survey found that 69% of disabled internet users leave websites that are not accessible. For small and medium businesses, this represents a significant missed opportunity.
How do you make your website and documents digitally accessible? This guide will show you simple and actionable steps to make your website and documents welcoming to everyone.
Understand How People Use Your Site
It is easy to think your website is intuitive just because it works for you. However, that doesn’t mean it works for everyone. Some people use a keyboard instead of a mouse. Others rely on screen readers that read text aloud or use voice commands to navigate a page. Testing how real users with disabilities interact with your website can show you things you might never notice.
The most valuable insights come from real users. Invite feedback from people who use assistive technologies. Watch how they navigate your site, where they get stuck and how they interpret your content. You will often find that small design or content changes can remove significant barriers.
Make Your Visuals Accessible for All
Visual accessibility is one of the most common areas that websites overlook. Millions of people have some degree of visual impairment and rely on different aids to access digital content.
Text should clearly stand out against its background even for people with low vision or color blindness. A contrast ratio of at least 4.5:1 for normal text is considered accessible. Use free tools like the Contrast Checker from WebAIM to make verification easy.
Make Documents User-Friendly
Many businesses share important information through downloadable documents like PDFs, Word files or PowerPoint presentations. Unfortunately, many of these documents are inaccessible by default.
When creating a PDF, make sure that it is tagged. Tagged PDFs have structural information such as headings, paragraphs and tables which makes the PDF more readable for screen readers. Make sure to include alt text for images and organize content so it reads correctly for users relying on assistive technology. A simple test for accessibility before sending or uploading the document can make sure that it can be read by everyone.
Make Reading Easier and Reduce Mental Effort
Some users may learn in a different way or have cognitive disabilities that affect how they read and interpret information. However, even those without diagnosed disabilities enjoy plain and uncluttered content.
Use plain language. Avoid using complex and long sentences or jargon where a straightforward explanation will do. Break your writing up into short paragraphs with explanatory subheadings. This is easier for everyone to read and find what they require in a short amount of time.
The fonts you choose also matter. Fonts like Arial, Verdana and Sans-Serif are easier to read on the screen. Choose a font size of at least 14 points for body text and never use all caps or italics because they are harder to read.
Support People with Hearing or Mobility Needs
Accessibility goes beyond visual or cognitive needs. Millions of people have hearing or physical disabilities that affect how they use technology.
Provide captions or transcripts for all video and audio content to support deaf or hard-of-hearing visitors. Consistently adding these is important as many viewers watch videos on mute at work or in public. Transcripts also help search engines index your content and give your site a slight SEO boost.
For users with limited mobility, ensure that your website is completely accessible with only a keyboard. All links, buttons and form fields should be accessible using the Tab key. Avoid features requiring fine motor control including small click-tooltips or drag-and-drop interfaces.
Keep Improving Through Feedback and Data
Accessibility isn’t a one-time project. It is an ongoing process. Each time you update your site or add new content, test to ensure everything remains accessible. Encourage visitors to provide feedback if they encounter issues and consider including an accessibility statement on your site to show your commitment and provide contact information for support.
Accessibility gap insights can also be provided by analytics tools. When you notice users abandoning pages or forms, it is usually an indication of an accessibility or usability issue.
Make Accessibility Part of Your Brand
For small and medium sized businesses, accessibility can seem like just another item on an already long to-do list. However, it is a smart investment in your reputation and customer relationships. When your website and documents are accessible, you are showing your audience that your business is thoughtful, inclusive and professional. You are also protecting yourself from potential legal risks as accessibility standards like the Americans with Disabilities Act (ADA) apply to many websites.
The good news is that beauty and accessibility can go hand in hand. You can have a modern and visually striking website that is also accessible by thoughtfully choosing colors, design elements and language that welcome everyone.
Ready to Make Your Website More Accessible?
Accessibility is not a technical requirement. It is about people. It is about ensuring everyone can read your content, fill out your forms or download your documents regardless of their abilities. For business owners, that is the essence of good service. You are meeting customers where they are and including everyone.
By investing the time to make your documents and site accessible, you are opening doors and removing barriers. Whether you are doing your color contrast check, adding alt text to images, naming PDFs or performing keyboard navigation testing, each step brings you closer to a more inclusive online experience.
Ready to make your website accessible, user-friendly and welcoming to all visitors? Let us help you transform your site into a powerful asset for your business. Contact us today to get expert guidance and start creating an accessible and modern website that works for everyone.
Microsoft 365 is a powerful platform that helps a business in many ways. It boosts collaboration and streamlines operations (among other benefits). However, many companies waste money on unnecessary licenses and features that are not fully used.
You can avoid this waste and take your business to the next level by adopting smarter use of M365 security and Copilot add-ons. This article will provide practical insights, help you avoid costly mistakes and support you in making informed decisions that fit your business objectives.
What Does Microsoft 365 Provide as Baseline Security & Copilot Features?
Even without premium add-ons, Microsoft 365 offers a solid set of built-in security and AI features that are useful. You have tools for identity and access management such as Azure Active Directory (now Entra ID), multi-factor authentication, single sign-on and conditional access. The basic plans also deliver threat and malware protection with built-in scanning for emails, phishing protection through Microsoft Defender and safeguards for attachments and links.
Depending on your plan, you might also have data loss prevention (DLP) features and tools for auditing and compliance to monitor user activity, support regulatory reporting and enforce data retention policies. Before you adopt premium tiers, you need to scrutinize your needs. By knowing what is already available, you avoid paying for what you won’t use. Moreover, understanding what is included in every plan also helps you avoid overlapping features.
How Organizations Overspend on Microsoft 365 Security and Copilot Add-Ons
Before we explore solutions, it is essential to understand how this waste occurs in the first place. Overspending is often not obvious. It is hidden in scenarios that go unnoticed.
Purchasing Higher-Tier Plans
As noted earlier, many organizations quickly upgrade to higher-tier plans like E3 or E5 or add premium features for every user which means they are often paying for tools that remain unused.
Licenses Left Running
Another major source of waste comes from licenses that are assigned but are no longer in use. Employees may have shifted roles, gone on leave, moved to part-time or even left the company. However, their premium licenses remain active. If left unchecked, these idle licenses quietly drain the budget and add up to significant financial loss over time.
Deleting Users During Offboarding
Organizations may delete user accounts during offboarding without first unassigning licenses. Deleting a user account does not automatically reclaim those licenses in Microsoft 365. Therefore, unless you manually unassign licenses or set up automation, you will continue paying for unused licenses long after the employee has left.
Duplicate Functionality Assigned to the Same User
Microsoft 365’s admin portal does not flag duplicate assignments. This increases the chance that your organization may assign redundant tools or capabilities to a single user. For example, you may give someone both an E3 and a standalone Defender license that already comes with E3. This simply means you are paying twice for the same feature.
How to Reduce Waste in Microsoft 365 Security and Copilot Add-Ons
The good news is that much of this waste can be avoided. With discipline, proper tools and regulation, you can redirect your budget to a smarter use of Microsoft 365. Below are some of the main strategies to adopt.
Downgrade Light Users
Not all users require an E3 or E5 license. For example, why give your receptionist a complete E5 license with enhanced compliance tools if they are only emailing and using Teams? By monitoring actual usage, you can downgrade such users to E1 or another lower-tiered plan without affecting productivity. Low-usage discovery utilities enable you to downgrade confidently without speculation.
Automate Offboarding of Ex-Employees
By automating offboarding processes, licenses are unassigned automatically once you mark an employee as departed. Use workflow tools like Power Automate linked to HR systems or forms to revoke access, remove group memberships, convert mailboxes and unassign licenses in one automated process.
Consolidate Overlapping Features
Review your security, compliance, collaboration and analytics tools to find overlaps. If your plan already offers advanced threat protection or endpoint detection, consider canceling redundant third-party tools. If Copilot add-ons duplicate other AI or automation tools that you already use, streamline them under one system.
Review Group and Shared Mailboxes
Many organizations mistakenly assign premium licenses to shared mailboxes, service accounts or inactive mailboxes. This doesn’t offer any functional benefits. Think about converting them to free shared mailboxes or archiving them to free up license slots. That way you ensure that your M365 budget is only spent on value-generating users.
Enable License Expiration Alerts and Governance Policies
Avoid waste in the future by setting up policy checks and notifications and make sure you respond as needed. Note down renewal dates for contracts so you don’t accidentally auto-renew unused licenses. Also, track levels of inactivity and flag for review licenses that have passed the threshold.
Make Microsoft 365 Work Smarter for You
Don’t let Microsoft 365 licenses and add-ons quietly drain your resources. Take control by reviewing how each license is used. When you match your tools with actual business needs, you save money, simplify management and improve productivity in your organization.
Optimizing your Microsoft 365 environment is all about getting the most value from what you already own. By using M365 security and Copilot add-ons wisely, your business can operate more efficiently and securely. If you are looking to better manage licensing and make smarter technology decisions, reach out to our team of experts who have helped organizations do exactly that. Let’s get started today.
Data has become the lifeblood of every organization regardless of industry or sector. A business’ ability to collect, analyze and act on data is not just an advantage. It is essential for survival. Data-driven decision-making enables organizations to respond quickly to market changes, identify new opportunities and improve operational efficiency. When decisions are backed by accurate and timely data, they can produce both immediate results and long-term strategic benefits. Whether the data comes from customer surveys, employee feedback forms, transactional records or operational metrics, it provides a foundation for smarter business strategies.
With the right tools and processes, organizations can harness this information to streamline workflows, enhance customer experiences, optimize resource allocation and maintain a competitive edge in an increasingly complex business landscape.
One powerful solution to consider is Microsoft Forms. With its robust feature set and seamless integration into the Microsoft 365 ecosystem, Forms provides a secure and compliant platform for collecting and analyzing data.
This article will explore how organizations can effectively use Microsoft Forms for data collection while addressing key considerations and best practices.
Benefits
Offering numerous built-in functions, Forms emphasizes simplicity of use.
- Easy to Use: A drag-and-drop interface enables novice users to create sophisticated forms quickly.
- Microsoft 365 Integration: Fully integrated to Teams, SharePoint, Excel and Power Automate, Forms provides data to fuel decision-making.
- Real-Time Data Analysis: Responses can be gathered in real time. Forms can then display the information in charts or graphs which can be automatically generated.
- Mobile-Friendly: Forms are designed with the modern-day user in mind. It is responsive and mobile-friendly. Users can complete the forms on any device.
Business Users Features
Forms offers numerous built-in functions but there are quite a few that were added with business users in mind. The most impactful are detailed below:
Customizable Form Templates
There is a wide array of templates to quickly create customer satisfaction surveys, event registration forms and employee feedback forms.
Question Types
There are multiple question types to choose from when building forms. The options include:
- Multiple choice
- Text (short and long answers)
- Rating scales
- Likert scales
- Date/time pickers
- File upload
Sharing Options
Forms provides the ability to share information with internal members or external users. Based on user credentials, it dictates how and when the data can be shared. It can also be embedded into webpages or emails.
Data Analysis
The beauty of gathering data through Forms is how easily it integrates with Excel. This information can then be analyzed and used to form policy decisions.
Work Scenarios
Forms can provide invaluable insight across all departments. Several scenarios in which it can be applied include:
- Human Resources: Employee surveys, onboarding feedback, exit interviews
- Marketing: Customer satisfaction surveys, event feedback
- Training: Training assessments, knowledge assessment, course registration
- IT and Help Tickets: Help desk ticket, asset inventory
Microsoft 365 Integration
Developed to be fully integrated into the Microsoft 365 environment, Forms allows seamless sharing of data between various Microsoft products.
Excel
For every Microsoft Form generated, an Excel workbook is automatically created. This is where response data is stored to be analyzed.
Power Automate
Building workflows based on Microsoft Forms data is easy when utilizing Power Automate.
SharePoint and Teams
Demonstrating full integration, Forms can be embedded directly into Microsoft Teams tabs and SharePoint pages. This allows full collaboration and accessibility like never before.
Microsoft Form Tips
The best way to get the most out of Microsoft Forms is to follow a few simple tips. These tips include:
- Develop Objectives: It is important to determine what data you want to collect and how it will be used. Every question should serve a purpose and not just take up space.
- Use Branching: This allows unnecessary questions to be removed based on the responses gathered.
- Privacy: Give users the option to not allow their personal identifiers to be stored so their responses remain anonymous.
- Limit Open-Ended Responses: When user responses are free-form and not standardized, it makes it difficult to quantify and analyze.
Compliance Considerations
The beauty of Forms is that since it can live within the Microsoft 365 framework, it has built-in security and compliance standards.
- Encryption is provided for data at rest and in transit.
- Audit logs ensure accountability.
Maximizing the Value of Microsoft Forms
Microsoft Forms unlocks the potential of organizational data by making it easy to gather, analyze and act on insights. Whether improving onboarding processes, collecting employee feedback or tracking customer satisfaction, Forms helps businesses make faster and more informed decisions.
By automating surveys and follow-ups within the secure Microsoft 365 ecosystem, organizations can create seamless end-to-end workflows that enhance responsiveness and efficiency. With the right guidance, resources and training, businesses can fully harness Forms to transform raw data into actionable strategies that drive smarter decisions and long-term growth.
Contact us today to learn how to optimize Microsoft Forms for your organization and turn your data into a competitive advantage.
Most organizations have realized that AI is not a sentient system looking to take over the world. It is an invaluable tool. They have come to utilize it to improve their productivity and efficiency. AI solutions have been installed at an astounding rate. Some are used to automate repetitive tasks and to provide enriched data analysis on a previously unrealized level. While this can certainly boost productivity, it is also troubling from a data security, privacy and cyber threat perspective.
The crux of this conundrum is how the power of AI can be harnessed to remain competitive while eliminating cybersecurity risks.
The Rise of AI
AI is no longer just a tool for massive enterprises. It is a tool every organization can use. Cloud-based systems and machine learning APIs have become more affordable and necessary in the modern-day business climate for small and medium-sized businesses (SMBs).
AI has become common in the following ways:- Email and meeting scheduling
- Customer service automation
- Sales forecasting
- Document generation and summarization
- Invoice processing
- Data analytics
- Cybersecurity threat detection
AI tools help staff become more efficient and eliminate errors and helps make data-backed decisions. However, organizations need to take steps to limit cybersecurity issues.
AI Adoption Risks
An unfortunate side effect of increasing productivity through the use of AI-based tools is that it also expands the available attack surface for cyber attackers. Organizations must understand that implementing any new technology needs to be done with thoughtful consideration of how it might expose these various threats.
Data Leakage
In order to operate, AI models need data. This can be sensitive customer data, financial information or proprietary work products. If this information needs to be sent to third-party AI models, there must be a clear understanding of how and when this information will be used. In some cases, AI companies can store it, use it for training or even leak this information for public consumption.
Shadow AI
Many employees use AI tools for their daily work. This might include generative platforms or online chatbots. Without proper vetting, these can cause compliance risks.
Overreliance and Automation Bias
Even when using AI tools, it is important for companies to continue their due diligence. Many users consider AI-generated content to always be accurate when it is not. Relying on this information without checking it for accuracy can lead to poor decision-making.
Secure AI and Productivity
The steps necessary to secure potential security risks when utilizing AI tools are relatively straightforward.
Establish an AI Usage Policy
It is critical to set limits and guidelines for AI use prior to installing any AI tools.
Be sure to define:
- Approved AI tools and vendors
- Acceptable use cases
- Prohibited data types
- Data retention practices
Educate users regarding the importance of AI security practices and how to properly use the tools installed to minimize the risk associated with using AI tools.
Choose Enterprise-Grade AI Platforms
One way to secure AI platforms is by ensuring that they offer the following:
- GDPR, HIPAA or SOC 2 compliant
- Data residency controls
- Do not use customer data for training
- Provide encryption for data at rest and in transit
Segment Sensitive Data Access
Adopting role-based access controls (RBAC) provides better restrictions on data access. It allows AI tools access to only specific types of information.
Monitor AI Usage
It is essential to monitor AI usage across the organization to understand what information is being accessed and how it is being utilized including:
- Which users are accessing which tools
- What data is being sent or processed
- Alerts for unusual or risky behavior
AI for Cybersecurity
While concerns exist about AI use regarding security issues, one of the primary uses of AI tools is the detection of cyber threats. Organizations use AI to do the following:
- Threat detection
- Email phishing deterrent
- Endpoint protection
- Automated response
Adopting tools like SentinelOne, Microsoft Defender for Endpoint and CrowdStrike all use AI aspects to detect threats in real-time.
Train Employees About Responsible Use
An unfortunate truth about humans is that they are the weakest link in the chain of cyber defense. Even the strongest defensive stance on cyber threats can be undone with a single click by a single user.
It is important that they receive training regarding the proper use of AI tools so they understand:
- Risks of using AI tools with company data
- AI-generated phishing
- Recognizing AI-generated content
AI With Guardrails
AI tools can transform any organization’s technical landscape and expand what is possible. However, productivity without proper protection is a risk you can’t afford. Contact us today for expert guidance, practical toolkits and resources to help you harness AI safely and effectively.