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    What to Include in your Company Ethical AI Policy

    May 11, 2023

    Before we dive into this I am going to assume if you are here, you know what AI stands for… if you are unsure AI means Artificial Intelligence, and now you will probably not go a day without hearing about it for….ever. 

    With growth of any new development it is crucial for companies to prioritize the ethics and responsibility that comes with it. 

    AI Ethics and Responsibility 

    One important aspect of AI ethics is accountability of employees who work with it. It is essential that all employees understand that the potential impact of their outcomes produced by AI will still fall under their responsibility. They must ensure that their decisions are transparent, explainable, and fair, and that they do not introduce bias or perpetuate discrimination. 

    Another key principle of AI ethics is the importance of supporting human judgment, not replacing it. While AI can be a valuable tool for decision-making, knowledge, or even your meal plan for the week it is essential to recognize that it is not infallible and can make mistakes. This means that employees must be trained to use AI tools effectively (more on this later), understanding the limitations of the technology and the importance of human oversight. 

    Ultimately, by prioritizing ethics and accountability in the use of AI, companies can help ensure that these systems are used for enhancements not replacements. 

    Data Privacy and Security

    It is important to note that AI systems are designed to collect, store, and analyze data. Employees must ensure that they are in compliance with data protection laws and company policies should outline the importance of not sharing private information, such as client names, addresses, company names, or proprietary information when using AI. By prioritizing data privacy and security, employees can help to ensure that when AI is used the information of  individuals and organizations are protected.

     AI Training and Development 

    If a company is using AI it’s essential that companies prioritize training and development for their employees. This not only ensures that employees have the skills and knowledge they need to work effectively, but it also helps to ensure that AI is used in a responsible and ethical manner. It also ensures they are trained on the company’s expectations and best practice. One critical responsibility of companies is to keep their employees up to date with changing usage laws and requirements related to AI. 

    • Stay informed about new developments and best practices in the field. 
    • Provide ongoing training and education to ensure that employees have the knowledge and skills they need to work with AI safely, ethically, and effectively.

    Employees also have a responsibility to have open discussions with their supervisors about their AI usage. This includes being open and transparent about the types of data they are working with, as well as any potential ethical considerations that may arise.

    Because AI is a development in the works it can be vital that your company checks in with its employees about how and what they are using AI for. Sure, it can bring new ideas and approaches to your business but employees must also be cautious to ensure that they do not inadvertently put the organization at risk. 

    Intellectual Property Ownership

    To ensure that employees are using AI systems in a responsible and ethical manner, it’s important for companies to provide approved and distributed systems for their use. This ensures that the company has control over the data and materials created using these technologies, and that clear ownership is established. By only using approved systems, employees can ensure that they are using AI in a way that aligns with the company’s policies and values, and that they are not inadvertently creating intellectual property that could be contested in the future.

    Collaboration and Communication

    Collaboration can take many forms, such as discussing the types of data that will be used, identifying potential ethical considerations, and considering the impact on existing processes and workflows. Through open and honest dialogue, employees can gain valuable insights and perspectives from their colleagues and managers.

    By working collaboratively  to identify potential challenges and opportunities, employees can ensure that they are using AI in a way that maximizes its benefits and minimizes its risks. 

    Quick TIP* If you have not rolled out the carpet for AI just yet, collaborating with colleagues and managers can be a great way to start outlining your AI policies. You can brainstorm the importance of potential implications, types of data that will be used, the ethical considerations that may arise, and the potential impact on existing processes and workflows. 

    Disclosure of use of AI

    When deciding whether or not your employees should disclose their use of AI in their work, you should consider a few factors. 

    • The nature of the data being used
    • The potential impact of the AI on the outcome of the task
    • The company’s overall policies and values.

    If AI is being used to make decisions that impact individuals or organizations outside the company, disclosure is typically necessary. However, if AI is being used to enhance internal processes and workflows, disclosure may not be required. Ultimately, the decision of whether or not to disclose one’s use of AI should be a set policy, with a focus on transparency, responsibility, and ethics.

    Still have Questions AI can’t Answer for you?

    Join Set to Scale™ to learn more about AI use in the company and team management in our new module: AI Ethics and Compliance.

    We give you all the best resources when navigating a new advancement . 

    • Include 2 Sample AI Policies For You To Legally Customize and Enforce 
    • One written job aid 
    • Video tutorial about AI and compliance and how it relates to intellectual property
    • Great helpful resources
    • THIS! Cool AI site that helps with all things Podcast 






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