A recent survey conducted by the American Society of Association Executives (ASAE) and Avenue M reveals that only 6% of associations currently have an AI usage policy for their staff while 48% of associations have plans to develop such a policy.

When developing an AI usage policy, here are some tips to consider:

  • Clearly state the purpose of the policy and specify the scope of AI usage within the organization. The policy should be tailored to your organization’s specific needs and should align with your overall goals and values.
  • Involve key stakeholders, including representatives from different departments, such as legal, HR, IT, and management, in the policy development process.
  • AI often deals with sensitive data, so it is crucial to outline measures to protect data privacy and ensure robust security practices. Specify how data will be collected, stored, and used, and establish protocols for data access and sharing.
  • Develop guidelines that promote ethical AI use within the organization. This includes addressing issues such as bias, discrimination, and fairness in AI algorithms. Encourage responsible and ethical AI practices among staff members.
  • Educate staff members on AI technologies and their responsible use. Offer training programs and guidelines that help employees understand the limitations, potential risks, and best practices associated with AI for e.g. plagiarism and the accuracy of information and sources. Emphasize the importance of human oversight when using AI tools.
  • Ensure that the AI usage policy complies with applicable laws, regulations, and industry standards. Consider legal implications, intellectual property rights, copyright infringement, and any specific regulations related to AI usage in your industry.
  • Clearly define roles and responsibilities related to AI usage within the organization. Designate individuals or teams responsible for overseeing AI implementation, monitoring compliance, and addressing any issues or concerns that may arise.
  • Once the AI usage policy is finalized, communicate it clearly to all staff members. Ensure that everyone understands their obligations and responsibilities regarding. Provide channels for staff members to ask questions, seek clarification, or report any concerns.
  • Regularly monitor and assess the implementation of the AI usage policy. Collect feedback from staff members, identify any issues or challenges, and make improvements as needed to ensure the policy’s effectiveness.

As AI technology rapidly evolves, it will be essential to regularly review and update the policy.