Plain guidance for everyone who uses AI at work, covering the key terms, what staff are expected to do, the warning signs of a problem and how to report a concern.
This guidance document is supplied in fully editable MS Word format and can be easily customised and edited. The document uses pre-defined style formatting throughout, with all text in Calibri font for improved readability.
The following document labelling is included in the footer:
- Guidance number and title
- Information-classification
- Version
- Page number / total pages
alphaZ documents - beautifully designed, tried and tested guidance documents. No junk, jargon or unnecessary content. Simple and usable guidance documents
developed over 25 years through practical use in the real world.
Further guidance on AI awareness and the AI policy:
If you'd like hands-on help putting your AI policy and staff awareness in place, our remote support services provide direct expert input from our team, by the day, by project, or on an ongoing basis.
Artificial Intelligence Guidance
A general guidance document on the responsible use of artificial intelligence, for all employees who use AI tools at work. It explains what AI is and the key terms, what the company has in place and what everyone is expected to do, how to recognise AI risks and the warning signs of a problem, and how to report a concern.
Topics Covered
- What artificial intelligence is - where AI is found in the tools people use every day, what it can do, and the key terms artificial intelligence and AI system
- Company obligations - the controls in place, from the AI policy and the register of AI systems in use to risk and impact assessment, reporting, training, supplier checks and the AI lead
- Your obligations - using approved tools on a company account, checking output before relying on it, keeping personal and confidential information out of unapproved tools, being open about AI use and keeping a person in charge of decisions about people
- Recognising AI risks - the situations that carry a higher risk, such as decisions about people, unapproved or personal accounts, sensitive information and output nobody checks
- Warning signs - plausible but wrong output, invented references and figures, unexplained differences between people, and AI content leaving the organisation without review
- Why improved AI performance matters - the benefits of managing AI risks openly and what careless use can cost
- Reporting an AI concern - reporting to a line manager or the AI lead, with no retaliation for a report made in good faith
Who Is It For?
All employees and anyone else who uses AI tools for company work, whatever their role, and the managers who approve or oversee that use.
Included in the ISO 42001 Toolkit
This guidance document is part of the ISO 42001 Toolkit, and is supplied with the TT-42-01 Artificial Intelligence training talk.
Using the Guidance
Issue it at induction, go through it with the matching training talk, and keep it as an everyday reference for anyone using AI tools. Record who has received it, for example on the training matrix.
Checking AI Output
The guidance makes checking output part of everyday use. Staff check AI output before they rely on it, act on it or pass it on, and look out for confident, well written content that is wrong, including invented references, quotations, figures and standards clauses.
Adapting the Guidance
Edit the guidance to match your own arrangements - the name of your AI lead, the tools approved for use, the account staff should use for company work and who concerns are reported to.
Related Documents
Other documents that work alongside this guidance:
Would you rather we prepared it for you?
Our AI Policy and Risk Register service records your AI tools, the risks and controls against each, and what AI may not do, with your AI policy prepared to match.
AI Policy and Risk Register