Summary:
Section titled “Summary:”This standard outlines how to use AI tools responsibly within our organization. Always protect confidential and personal data, review AI outputs for accuracy, and comply with security and legal requirements. Use AI ethically—never for harmful, misleading, or discriminatory content. AI should support your work, not replace human judgment, and all outputs must be reviewed and edited before sharing. Stay informed through training and follow best practices to ensure safe and effective AI adoption.
Assumptions, Risks, or Dependencies:
Section titled “Assumptions, Risks, or Dependencies:”Important Note:
Section titled “Important Note:”If at any time you are uncertain on best practices, contact the Cybersecurity Department for assistance.
Assumptions:
Section titled “Assumptions:”-
Employees have access to acceptable AI tools provided by the organization.
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Users understand basic data privacy principles abd organizational polices.
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AI tools are intended to support work, not replace human judgement and accountability.
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Management will provide guidance and approval for handling sensitive or proprietary data.
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Training and resources on AI best practices are available, if needed.
Risks:
Section titled “Risks:”-
Data exposure: entering sensitive or proprietary information into AI tools without approval could lead to data compromises or compliance violations
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Inaccurate outputs: relying solely on Ai-generated content may result in errors, misinformation, or poor decision-making
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Security threats: Unauthorized access to AI platforms or insecure connections can compromise organizational systems.
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Ethical violations: misuse of AI for harmful, biased, or misleading content can damage reputation and trust.
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Regulatory non-compliance: failure to follow legal and industry standards may results in penalties or legal action
Dependencies:
Section titled “Dependencies:”-
Availability of approved and secure AI platforms within the organization.
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Ongoing support for the Technology and Automation teams for monitoring security, and troubleshooting AI tools.
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Management oversight for approving sensitive data usage and enforcing compliance.
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Continued discussions on best practices.
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Integration of AI usage guidelines with existing data protection and cybersecurity policies.
Requirements:
Section titled “Requirements:”-
Must be a centrexIT employee with access to AI tools.
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Security monitors compliance.
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Management provides clear approval processes for sensitive data.
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Resources are available so employees understand how to apply best practices.
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AI usage guidelines are aligned with existing data protection and cybersecurity policies.
Standard:
Section titled “Standard:”The official standard can be found in the Company Handbook, Section 5 - General Standards of Conduct, 5-3: CIT Acceptable Use Standard. This KB is for identifying the assumptions, risks, and dependencies directly associated with the use of AI across the organization.
External References:
Section titled “External References:”- Official centrexIT Company Handbook located in Paylocity.
Definitions:
Section titled “Definitions:”- Assumptions - Conditions you believe to be true to work as intended which may not be guaranteed by any supporting documents.
- Risks - Potential negative outcomes or threats that could occur if a process or KB is not followed or if external factors intervene.
- Dependencies - External factors, systems, or processes that a process relies on to function correctly.
Note: Please add KB relationships to core process, process, SOPs or other WIs on the right.