The PGCA HR conference, for the last several years, stressed the need to address the ever-expanding use of AI. Both in our personal lives and in a multitude of work settings, use of AI, for many, is becoming a daily activity. Like any other new technology or production tool, the upsides of AI capability are contrasted by significant pitfalls. These include bad or incomplete data, flawed or incomplete analysis, unintended release of confidential or proprietary information and/or the unintentional and even unknown violation of copyrights and trademarks.

Within this context, it is useful to consider five good reasons to develop an AI policy for your business.

Reinforce Employee Accountability

It’s a given that AI can increase creativity, production and employee satisfaction and engagement. Still, even when AI tools assist with work, employees remain responsible for the accuracy, integrity, and appropriateness of the final product. A well drafted AI Use policy:

• Prevents blame-shifting to AI tools when errors occur.
• Reinforces that AI cannot replace human judgment in regulated or safety-sensitive tasks.

Protect Company Data

Every bit of data input into AI tools (like ChatGPT, image generators, or data scrapers) has the potential of revealing your confidential, proprietary, or customer data to the world (and your competitors). Employees looking to efficiently solve work problems are often inclined to share specifics of company operations. Your AI policy will:

• Define what can and cannot be input into AI platforms.
• Protects trade secrets, client lists, and sensitive internal data from being exposed.

Minimize Legal and Compliance Risks

It’s a (legal) jungle out there. The unregulated use of AI platforms can result in copyright violations, discrimination claims, or violations of the many industry-specific regulations (e.g., healthcare, finance, advertising). Draft an AI use policy that:

• Helps employees avoid using AI in ways that produce biased or plagiarized content.
• Bakes in a compliance commitment for privacy laws and emerging AI-specific regulations.

Protect Your Brand

It is hard enough to protect the look, tone and professional image desired for your company when you control communications. Giving the task over to AI is looking for trouble. Draft an AI use policy that:

• Requires human review and approval before public-facing content is released.
• Ensures consistency in tone, branding, and ethical standards.

Mentor, Guide and Train Your Employees

AI can be – is – a powerful business tool. It makes no sense to turn the tool loose without setting clear boundaries and helping employees understand how to use it appropriately and ethically. Your policy will:

• Encourage exploration while setting boundaries.
• Foster a culture of learning and responsibility around AI use.
• Control what platforms will be used and installed on your electronic systems.

Sample DRAFT Policy

There are many ways to go about crafting an effective policy that accomplishes the above and more. And while we are generally not fans of samples, templates, and “cut and paste” policies, PGCA’s Association Counsel has created a draft to get you started. Download the AI Sample Policy in the Members Only area on this website or contact PGCA at info@printcommunications.org to request a copy.

Members looking for assistance in putting together a customized AI Use Policy are encouraged to contact the Association office or Association Counsel Nick Fiorenza directly.

Nick Fiorenza, Association Counsel
Ferrara Fiorenza PC
(315) 437-7600
njfiorenza@ferrarafirm.com