That blog title isn’t really a joke. Every day, businesses are finding that they have ‘fixed’ the AI-driven programs they have put in place. Why? Because without proper care taken during implementation, programs are getting out of hand. While ChatGPT and other generative AI tools, such as DALL-E, offer significant benefits for businesses, without proper governance these tools can quickly become a liability rather than an asset. Unfortunately, many companies adopt AI without clear policies or oversight.
According to a survey performed by KPMG, only 5% of U.S. companies have a mature, 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.
ITSupport LA has taken care to ensure that our AI tools are secure, compliant, and delivering real value. Let’s take a look at practical strategies for governing generative AI and highlight the key areas you need to prioritize.
What is the benefit of using generative AI in business?
The reason businesses are embracing generative AI is 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, automatically sorting queries and directing them to the right team member.
The National Institute of Standards and Technology (NIST), asserts that 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.
What are the best practices for AI governance?
AI best practices can be boiled down to four rules you should follow. AI governance isn’t a one-and-done policy. It’s 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 AI evolves so quickly that regulations written today can become outdated within months.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.
You would do well to schedule quarterly AI 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.
These rules are not just more ‘busy work’ – they matter more than ever to help you 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.
Establishing a well-governed AI use policy provides benefits that go beyond simply minimizing risk. A clear policy 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, showing partners and clients that you operate responsibly and thoughtfully.
Four Rules:
The effective management of ChatGPT and other AI tools isn’t just about staying compliant - it’s about keeping control and earning client trust. Follow these five rules to set smart, safe, and effective AI boundaries in your organization.
1: Establish Clear Boundaries Before You Begin
Develop a solid AI policy that 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.
2: Humans Hold the Reins; AI is the Mule Team
There are plenty of examples which show that Generative AI can create content that sounds convincing but may be completely inaccurate. Every effective AI policy needs human oversight, AI should assist, not replace, people. It can speed up drafting, automate repetitive tasks, and uncover insights, but only a human can verify accuracy, tone, and intent.
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.
An important fact to pay attention to is that the U.S. Copyright Office has clarified that purely AI-generated content, lacking 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.
3: Maintain Logs and Ensure Transparency
All employees need to maintain well-documented logs and practice transparency, which 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.
Logging all AI interactions is critical, including all 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.
4: Data Protection and Intellectual Property
Two of most crucial concerns in AI governance are Intellectual property and data management. Every time you type a prompt into ChatGPT, for instance, 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.
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.
Good Policy Creates a Competitive Advantage
Whatever generative AI tools you use 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.
Call IT Support LA today! We help businesses build strong frameworks for AI governance. Whether you’re busy running your operations or looking for guidance on using AI responsibly, we have solutions to support you. Let us help you create your AI Policy Playbook and turn responsible innovation into a competitive advantage.
Frequently Asked Questions
What can AI actually do?
Every day it learns to do more. The specific actions Artificial Intelligence (AI) can perform are vast and expanding. Fundamentally, AI makes it possible for machines to learn from experience, adjust to new inputs and perform human-like tasks.
Is AI a real danger?
It certainly could be, depending on how foolish we are. Developing AI with honesty and without supporting an ‘agenda’ should subvert any potential peril. Are we going to allow AI to take control of our nuclear arsenal? Are you crazy? Hopefully, the designers and developers have seen ‘The Terminator’ and will take severe steps to avoid ‘Skynet’ from becoming self-aware.
While there is an existential danger inherent in using AI, that risk is philosophical or sociological, rather than in the cinematic apocalyptic sense. AI in its current form can alter the way people view themselves. It can degrade abilities and experiences that people consider essential to being human.
Who remembers the 1960 Rod Taylor movie ‘The Time Machine?’ With AI machines performing all our work, will we become listless and unmotivated like the Eloi, waiting to be spoon-fed to the Morlocks? Probably not, but it may well rearrange our society into a class or caste system if we are not watchful.
Can AI be 100% trusted?
No. AI cannot be 100% trusted on today's date. AI systems excel at specific tasks like data processing and pattern recognition, but they remain limited by training data biases, occasional hallucinations, and inability to understand context like humans.
What did Hawking say about AI?
Astrophysicist Stephen Hawking famously warned that AI could be the ‘best or worst thing’ for humanity, potentially surpassing or replacing humans if not properly managed. Despite these risks, he utilized AI-based assistive technology (ACAT) to communicate, even while cautioning against the development of ‘strong’ AI that could outthink or destroy human civilization.
How secure is your network?
As a reputable member of the IT Support Los Angeles community since 2002, IT Support LA offers a FREE, no-risk network and cybersecurity assessment. It is a non-intrusive scan that allows us to deliver a comprehensive report that is yours to keep. No strings, and no obligation to ever use our Managed IT Services.
The best defenses are expert cybersecurity to protect your data from theft, and a top-notch Managed Services Provider (MSP) to ensure continued reliability and defenses against newly emerging threats.
With our 100% Money Back Guarantee in writing, we offer a risk-free way for prospective clients to try us out. Because we do not require a ‘hard’ contract, our clients can fire us at any time with 30 days’ notice. We have to be good.
Among the Managed IT services we provide:
IT HelpDesk Service
Onsite IT Support
Cybersecurity
Cloud migration and management
Email migration services
Backup and disaster recovery
VoIP phone systems
IT disposition and recycling
Office moves
White label services (IT to IT)
IT Support LA is an award-winning Managed Services Provider (MSP):
o 3 Years awarded Best IT by the Small Business Expo
o Awarded 2nd best company of any type in the US by the Small Business Expo SB100
o Awarded Best IT Support in California by Channel Futures
o Winner of Best IT in Los Angeles by Channel Futures
o Listed as one of the world’s Top 501 MSPs by CRN and in the top 250 in the ‘Pioneer’ listing
o 4 years listed as one of the Top 501 MSPs in the World by Channel Futures
o Listed as #21 MSP in the World in Channel Futures NextGen 101
o Globee 2021 Bronze Award winner for Chief Technology Officer of the Year
o Globee 2022 Gold Award winner for Chief Technology Officer of the Year
o Named one of 2022’s 50 ‘Best’ businesses in California by UpCity
o Named Best of IT winner by UpCity
o Winner of Local Excellence Award for 2021, 2022 and 2023 by UpCity
o Named Best of Cloud Consulting winner by UpCity
o Certified as Top Managed Services Providers and Cybersecurity Pro by UpCity
o Named Best IT in Los Angeles by Expertise.com.
Planning an Office Move?
Contact IT Support LA today! We have the experience to ensure a seamless transition. After the office move, your employees will arrive at the new location to find their IT infrastructure ready and open for business!
For more information on office moves, or to receive your FREE no-risk network and cybersecurity assessment, just fill out the form on this page or call us at:
818-805-0909
