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Need

Set an AI policy for staff

Verified Oct 17, 2026 Review by Apr 15, 2027 4 sources
Short answer

Publish one page that lists approved tools, data rules, review requirements, disclosure expectations and an owner, and review it quarterly. Pair it with approved tools so people have a safe default. A policy without tools pushes use underground.

What it is

A one-page AI policy tells staff which tools they may use, what data may go into them, what a person must review, and what must be disclosed. For a small team it is the backbone of AI governance. The detailed how-to is in writing an AI use policy.

How it works

  1. Inventory current AI use, without blame.
  2. Decide approved tools and data rules: which kinds of data may go into which tools.
  3. Write review and disclosure rules: what needs a human check before it ships, and when clients or the public are told AI was involved.
  4. Name an owner, publish, train, and set a quarterly review date.
  5. Use frameworks as checklists. NIST’s AI Risk Management Framework (released January 2023, with a Generative AI Profile added in July 2024) is voluntary and aims to build trustworthiness into how AI is designed, developed, used and evaluated. If you operate in the EU, the AI Act takes a risk-based approach with four risk levels; the European Commission says its transparency rules come into effect in August 2026 (checked 2026-10-17).

Benefits

  • Reduces shadow AI, which IBM defines as staff using AI tools without IT’s formal approval or oversight.
  • Answers client questions confidently.
  • Makes risk decisions explicit.

Limits and risks

  • It needs regular updates as tools and plans change.
  • Legal and sector rules vary. Regulated industries need advice from someone who knows their rules.
  • Enforcement needs leadership support.

This page summarizes published rules and vendor terms for orientation. It isn’t legal advice; check the rules that apply to your business and your clients.

Checked specs

Snapshot from official sources on Oct 17, 2026.

NIST AI RMF (checked 2026-10-17)Voluntary framework released 2023-01-26; Generative AI Profile (NIST-AI-600-1) released 2024-07-26 [1]
EU AI ActRisk-based, four levels; GPAI rules effective August 2025; transparency rules come into effect August 2026 [4]
Shadow AIIBM: staff use of AI tools without IT's formal approval or oversight [3]

Best-fit stacks

Stack 06

Ops & admin automation

Hand repeat admin (receipts, logs, notices, handoffs) to workflows your agent can trigger.

Agent compatibility

Not tool-specific. See Agent-ready for connector support by tool.

Levels come from each tool's recorded, sourced compatibility. How the levels work.

Sources

  1. AI Risk Management Framework · NIST, 2023-01-26official accessed Oct 17, 2026
  2. What is AI governance? · IBMreference accessed Oct 17, 2026
  3. What is shadow AI? · IBMreference accessed Oct 17, 2026
  4. AI Act: regulatory framework · European Commissionofficial accessed Oct 17, 2026

Practitioner views are restated in our words and labeled as views, not measured results. Product facts come from official sources dated above.

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