AI Adoption / AI Use Policy Template

An AI use policy template your team can follow

A free, editable Word template that sets rules for AI assistants, AI features in your apps, meeting notetakers, coding assistants, connectors, agents and local models. Here is what it covers.

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What the template covers

Clear rules for every kind of AI tool

A one-page short version up front, then detailed sections you can adopt with light editing. Optional modules let you keep only what applies to you.

Green, Yellow and Red data

Classify information before it goes into any AI tool. Credentials never do.

Approved tools and accounts

Organization accounts only, with training, retention and sign-in settings managed by IT.

AI inside the apps you use

New AI features stay off until reviewed, and sharing permissions are fixed before AI search goes on.

Notetakers, connectors and agents

Announce notetakers, start connections read-only, and have a person approve every consequential action.

Human review and disclosure

A named person checks every output and says when AI materially shaped the work.

Incidents, training and enforcement

Report mistakes the same business day, train before access, and respond in proportion.

Also included

Guidance notes and checklists

Shaded Advisory guidance notes explain why each rule exists and what to decide. Optional modules cover API keys, agents, local models and coding assistants. Delete what you do not need before you publish.

Talk to us about AI adoption
AI vendor and tool evaluation checklistIT and admin setup checklistEmployee acknowledgment formA plan for moving off personal AI accounts

FAQs

Is the AI use policy template free?

Yes. Enter your name and email and we email you the editable Word template right away.

Does it cover meeting notetakers and AI agents?

Yes. It has sections on notetakers, connectors and APIs, agents and automation, coding assistants and local models. Several are optional modules you can keep or delete.

Is the template legal advice?

No. It is general information. Have your leadership, HR, IT provider and legal counsel review your final version, because laws on AI in hiring, privacy and monitoring vary by location.

Put an AI policy in place

Get the free template, or talk with us about rolling it out with your tools and team.

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