AI is entering the mainstream – controlled use is a necessity
AI is no longer a niche technology, and its impact on various industries is growing daily. Tools like ChatGPT and MidJourney have become widely available, and their use in companies is becoming brother cell phone list standard. This means that companies can no longer ignore this trend – they must enable employees to use AI, but in a controlled manner.
Like any new technology, AI carries certain risks. Therefore, implementing procedures is a natural progression that allows organizations to use AI safely and responsibly while minimizing the dangers of its misuse. Employees should feel free to use AI tools, but within clearly defined rules that protect the organization from undesirable consequences.
In this article, I will try to show why procedures are so important and what they should contain to ensure security, legal compliance and efficiency in the organization, while not limiting the possible creative applications of these technologies in everyday work, regardless of the position held in the organization, but before that:
Why should employees know how to use AI?
From the perspective of every company, it's crucial that employees understand how to use AI-based tools wisely and safely. AI can significantly improve many everyday tasks, such as automating routine processes, analyzing massive amounts of data, or generating creative content, saving time and increasing work efficiency.
Examples of industries where AI is particularly useful show how broad its application can be:
Advertising and marketing agencies : AI can generate ad copy in seconds, analyze campaign data in real time, and predict which marketing strategies will be most effective. This not only speeds up work but also helps you reach customers more precisely.
IT Industry : In IT, AI tools can automate code writing and testing, identify software bugs, and help analyze system performance data. This frees developers up to solve more complex problems and allows companies to bring new products to market faster.
Sales and customer service departments : In sales and customer service, artificial intelligence can automate customer communication, answer frequently asked questions, and analyze customer preference data to offer more personalized products and services.
Healthcare : Doctors and nurses can use AI to analyze patient data, predict disease risks based on medical history, and support the diagnostic process, which can lead to faster and more accurate diagnoses.
Logistics : AI in logistics can optimize delivery routes, monitor inventory levels in real time, and predict demand for goods, minimizing costs and speeding up operational processes.
Why is this important?
Familiarity with AI tools allows employees to more consciously utilize their potential. Without the appropriate knowledge and procedures, there's a risk of using them ineffectively or unsafely. This can lead to various problems related to:
Data security : AI operates on vast data sets, and its effectiveness often depends on the quality and scope of the information processed. However, introducing confidential data, such as customer personal data, financial data, or other sensitive information, into AI systems can lead to serious security breaches. An example of this risk is when an employee, unaware of the data protection rules related to AI use, enters information into the tool that should not be shared externally. Lack of security measures or misuse can compromise customer privacy, which not only impacts the company's reputation but also poses the risk of financial penalties related to data breaches.
Legal liability : The use of AI carries significant legal implications. When processing personal data, for example, in the context of recruitment, employee performance evaluation, or customer preference analysis, compliance with data protection regulations is essential. AI can be used to analyze large amounts of information, but algorithms may not always operate with complete transparency. Decisions made by AI, if not properly monitored, can lead to discrimination or incorrect decisions that will have negative legal consequences. In addition to the risks associated with personal data protection, organizations must also consider copyright issues.
AI, especially tools that generate content such as text, images, music, or video, can unwittingly infringe on the copyrights of others. One popular application of AI is the automatic generation of content—from advertising copy to graphics and reports. While this can significantly speed up work and reduce costs, there is a risk that the content generated by AI may be based on data that infringes copyright. For example, if AI generates graphics or text based on existing copyrighted works, the company could be held liable for plagiarism, even if that was not the employee's intention.
Ethics : Ethical issues related to AI are particularly relevant when it comes to making decisions that directly impact people. Algorithms learning from historical data can reproduce existing biases, leading to unfair or discriminatory decisions. In such cases, not only is a company's reputation at risk but also its legal standing and the trust of customers and employees.
Key Safety and Liability Issues
AI is a powerful tool, but its use, as you can see, carries significant risks that must be considered. Here are some key considerations when implementing AI procedures within your organization:
Personal data protection
Employees must be aware that entering personal data such as names, addresses, or identification numbers into AI tools may violate data protection regulations such as the GDPR. Companies must ensure that personal data is protected and processed lawfully.
Information Confidentiality : In sectors such as law, finance, and consulting, AI tools may have access to sensitive data. It's crucial that the introduction of company secrets or other confidential information into AI systems is strictly limited. Procedures must clearly define what data can and cannot be processed by AI.
Copyright and Content Liability : Generating content using AI carries the risk of copyright infringement and liability for illegal content. For example, content generated for marketing campaigns must be vetted to avoid inadvertently infringing third-party rights or misleading audiences.
Access management and IT security : Procedures must also address technical issues, such as ensuring authorized employees have access to AI tools. It may be important to generally use secure passwords, two-factor authentication, and regular security audits.