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💡
This is an example document open-sourced by Open Org ✨. You can tweak & tailor this to your own context in just minutes by following the below steps:
- Copy the below prompt
- Head to Gandalf here (or here if you are an existing user)
- Work with Gandalf to co-create, tweak, and edit the doc to your own context
- Either re-download as a PDF, or simply copy & paste directly into your own knowledge base in seconds ⏱️
Hey Gandalf, Please can you help me create my own version of the document in this link for my company context. I want a few emoji's to brighten it up (not too many). Please can we start by asking me any clarifying questions you think you might need to ask to help me make this my own, and after I've answered please generate a new working doc - Link here: <https://open-org.notion.site/AI-Usage-Policy-Example-Template-2f5f015e5d46802d8634c78e27b71f5c?pvs=143>
**Enjoy Folks!
Adam & John
Open Org 🖤
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🤖 AI Usage Policy
📅 Effective Date: [Insert Date]
🔄 Review Date: [Insert Date + 6 months]
📋 Version: 1.0
🎯 Purpose
This policy provides clear guidelines for how we use AI at [Company Name] while protecting our data, maintaining quality standards, and empowering our team to work smarter.
⭐ Core Principles
- 👥 Human Oversight: AI assists humans; it doesn't replace human judgment
- 🔒 Data Protection: Never compromise customer data, personal information, or confidential IP
- ✨ Quality First: Speed doesn't excuse poor quality - always review AI outputs
- 💡 Transparency: Be open about AI use in external communications when relevant
🚦 Usage Guidelines: Green, Yellow, Red Zones
This is the decision-making framework we have adopted at [company] to help us build some guardrails around how we use AI here. If at any point you are unsure which zone a particular tool or use case falls into then please speak to [contact] first.
🟢 Green Zone - Safe to Explore
✅ Low risk, high productivity gains
Approved Uses:
- Internal task helpers (summaries, drafts, meeting prep)
- Research and information gathering
- Content ideation and brainstorming
- Code documentation and comments
- Email drafting for internal communications
- Learning and skill development
Examples:
- Summarizing meeting notes
- Drafting job descriptions
- Creating training outlines
- Generating project ideas
- Writing internal documentation
Requirements:
- Review outputs before using
- No approval needed
🟡 Yellow Zone - Handle with Care
⚠️ Medium risk, requires human oversight
Approved with Caution:
- External-facing content
- Customer communications
- Decision-making support
- Data analysis and insights
- Process automation
- Performance evaluations
Examples:
- Marketing copy
- Customer support responses
- Survey analysis
- Policy drafts
- Strategic recommendations
Requirements:
- Human review and approval required
- Manager sign-off for customer-facing content
- Document AI assistance when relevant
- Test outputs before implementation
🔴 Red Zone - Do Not Use
🚨 High risk, prohibited
Prohibited Uses:
- Customer personal data in public AI models
- Confidential company information
- Financial data or projections
- Employee personal information
- Legal advice or compliance decisions
- Final hiring/firing decisions
Examples:
- Uploading customer databases
- Sharing salary information
- Processing GDPR-protected data
- Making disciplinary decisions
- Legal contract analysis
Risks of Use:
- Immediate review with manager
- Potential disciplinary action
- Data breach procedures if applicable
🛡️ Data Protection Requirements