INTRODUCTION
As AI usage becomes more prevalent in organizations, they need to have a policy on AI use for internal and external communications. The purposes of the policy are to help maintain public trust, protect data and sensitive information, ensure accuracy, follow ethical standards and define accountability.
Here are a few sections you will need for your corporate AI communications policy.
SCOPE
It’s important to define the people, both internal and external, that must follow the policy, as well as the specific or general tasks to which the policy applies. For example:
This policy is effective as of Jan. 1, 2025 and applies to all employees, board members, volunteers and vendors of [Company Name] who use AI tools in internal and external communications, including but not limited to emails, reports, social media, customer interactions, marketing materials and public statements.
SPECIFICATIONS
In this section, your policy should list the specific rules or guidelines to follow. For example:
- Transparency: AI-generated responses to customers must be clearly attributed to AI (e.g., “Generated by AI”) when appropriate.
- Human Oversight: AI-generated content must be reviewed and approved by a responsible employee before publication or distribution. Employees must ensure accuracy and alignment with company values of AI-generated content.
- AI use: AI tools may assist with drafting emails, reports, articles, social media posts and other electronic communications. AI should not be used for legally binding statements or responses to the media.
- Data Privacy and Security: Ensure AI tools comply with data protection laws and company policies. Do not share sensitive or confidential information in AI tools.
- Ethical Considerations: Avoid AI use in ways that could mislead people, create bias or undermine trust.
COMPLIANCE AND ENFORCEMENT
In your policy, you state that the rules must be adhered and the consequences for violating the rules. For example:
All employees, board members, volunteers and vendors of [Company Name] must adhere to this policy. In addition, employees, board members, volunteers and vendors of [Company Name] using AI in communications must undergo training on responsible AI use.
Any misuse of AI in communications should be reported to the designated compliance officer. Failure to adhere to this policy may result in corrective action, up to and including termination, depending on the severity of the violation.
The company will periodically review and update this policy as AI capabilities and regulations evolve.