Do you need help with AI & Automation or Cybersecurity?
Artificial intelligence tools are changing how we work, but they can quickly become a problem if not handled carefully. Businesses are accidentally sharing sensitive information through these tools, and leaders need to be aware of the risks. It’s important to think before you type and make sure you’re not exposing company secrets.
Key Takeaways
- Set up Microsoft 365 retention policies to manage your data.
- Never put passwords or personal details into AI prompts or documents.
- Assign someone to oversee your company’s AI strategy.
- Use AI to improve existing work, not to create and publish content blindly.
Understanding AI Risks
AI tools like ChatGPT are powerful, but they can also be a liability. We need to be smart about how we use them. Since this technology is new, we’re still figuring out all the best practices. However, there are some solid tips to follow to avoid problems.
One important step is to look at your Microsoft 365 retention policies. These can help you manage your data better, deciding what needs to be kept and for how long. You should never be storing sensitive information like credit card details or passwords in spreadsheets or documents. For passwords, use a dedicated manager like Keeper.
When it comes to AI tools like ChatGPT, there are a few things to keep in mind. Don’t just let the AI create content and send it out. It’s much better to use it as a helper. You can get ideas, ask for support, and have it improve your work, fix spelling, or rephrase information. It’s great for summarizing things too. But always think about the information you’re feeding it. Is it confidential? If you’re using free versions of AI tools, they might be collecting all the information you input. This is risky because that data could leak out later.
Data Governance and AI
When it comes to policy, data governance is a big part of it. How is your data organised? How long are you keeping it? Is it structured so that only the right people can access it? Soon, AI will be able to search through documents. If your data isn’t organised properly, people might be able to see information they shouldn’t, like payroll details, if it’s accessible to everyone in the company. If this is a concern, now is the time to sort out your data structure. Ask your IT department for help.
Assigning AI Responsibility
I recommend that every organisation has someone in charge of artificial intelligence. This person doesn’t have to be a tech expert. Their job would be to figure out what problems AI can solve, what tools are available, and then prioritise how the company uses AI. Right now, many companies are just experimenting, which is fine, but be careful not to send out content that is obviously written by AI, as people might get annoyed.
Safe AI Usage Practices
When using AI safely, remember it’s not going to replace human work entirely. You need to use common sense. AI can sometimes make up things that sound believable but are actually wrong. More importantly, if you give it a lot of information, it might rearrange it, add things that weren’t there, or leave out important details. So, experiment with AI, but always remember it’s not perfect yet.
Think about your AI policy, and if you have questions, don’t hesitate to reach out. Thanks for listening, and I hope you have a great day using new AI tech.
