AI Policy Development
Employees are already using artificial intelligence to search for information, prepare documents, analyse data, create content, write software, and support business decisions. In many organisations, this use develops faster than the internal policies intended to govern it.
Without clear guidance, employees may not know which tools are approved, what information can be entered into an AI system, when generated content must be checked, or who should approve a new use case. A complete ban is rarely practical, but unrestricted use can expose the organisation to security, privacy, legal, operational, and reputational risks.
AI Policy Development from CA helps you define practical rules for the responsible use of artificial intelligence. We create policies that reflect your business goals, technology environment, risk profile, and regulatory responsibilities while giving employees clear guidance they can follow in their daily work.
Why This Matters
AI tools are easy to access and can quickly become part of normal working practices. Employees may use public services through personal accounts, accept AI features embedded in existing applications, or enter business information without understanding how it will be processed.
The risks are not limited to sensitive data. Generated content may be inaccurate, biased, incomplete, or based on protected intellectual property. Employees may also rely too heavily on AI outputs in situations that require professional judgement or formal approval.
A practical AI policy helps you:
Set clear boundaries
Explain which AI tools and uses are permitted, restricted, or prohibited across the organisation.
Protect business information
Define what employees may enter into AI systems and how confidential, personal, customer, or regulated data should be handled.
Clarify responsibility for outputs
Make clear that generated content must be reviewed and that responsibility remains with the person or team using it.
Support controlled adoption
Provide a clear route for requesting, assessing, approving, and introducing new AI tools and use cases.
Our Approach
We do not create an AI policy by copying a general template and adding the organisation’s name. A policy only works when it reflects the technology people actually use, the information they handle, and the decisions they make.
Our approach begins with current working practices and realistic risk. We speak with relevant business and technical teams to understand how AI is already being used, which benefits employees want to preserve, and where additional safeguards are needed.
The resulting policy is written in clear language and supported by practical procedures. It gives employees useful direction without expecting them to interpret complex technical, legal, or regulatory requirements on their own.
Understand current and planned AI use
We begin by identifying how employees, teams, applications, and external providers currently use artificial intelligence.
This may include public generative AI tools, enterprise assistants, meeting transcription, automated translation, content generation, software-development support, analytics, customer-service tools, and AI features embedded within existing platforms.
We also review planned initiatives and areas where employees would like to use AI but are uncertain about the applicable rules.
For each relevant use case, we consider the information involved, intended users, business purpose, available human oversight, supplier arrangements, and possible consequences if the output is wrong or the data is exposed.
This creates a realistic foundation for the policy and helps avoid rules that overlook actual behaviour or unnecessarily restrict useful activity.
Define acceptable use and clear restrictions
We establish understandable rules for permitted, restricted, and prohibited AI use.
The policy may address approved tools, account requirements, acceptable business purposes, handling of confidential information, personal data, customer content, intellectual property, generated code, automated decisions, and externally published materials.
We define situations in which human review is required and explain when AI-generated content must not be used without additional professional, legal, technical, or management approval.
Restrictions are supported by practical examples. Employees should be able to understand why entering an internal contract into a public AI tool is different from asking for help with the structure of a general presentation.
The policy also explains what to do when an employee is uncertain, including where to ask questions and how to report a possible mistake.
Establish approval, ownership, and supporting procedures
A policy needs supporting processes if it is to work consistently.
We help define how new AI tools and use cases should be requested, assessed, approved, and recorded. The process can consider business value, data protection, security, accuracy, supplier risk, legal obligations, implementation cost, and the people affected by the solution.
Lower-risk uses may follow a simple approval route, while systems influencing important decisions or processing sensitive information may require a more detailed risk assessment.
We also define responsibility for approved systems. This includes the business owner, technical owner, control owners, users, and the teams responsible for security, privacy, legal review, compliance, procurement, and monitoring.
Supporting procedures may cover AI risk assessments, supplier reviews, incident reporting, model changes, output testing, record keeping, exceptions, and the withdrawal of systems that no longer meet organisational requirements.
Communicate, implement, and maintain the policy
We help introduce the policy through clear communication, employee guidance, management briefings, and role-specific training.
Short practical materials can explain the most important rules, such as which tools may be used, what information must not be entered, how outputs should be checked, and where employees can request approval or support.
Technical safeguards may also be used where appropriate. These can include access restrictions, approved-tool catalogues, data-loss controls, activity monitoring, account management, or warnings displayed when employees access certain services.
The policy is reviewed regularly. New AI capabilities, changes to suppliers, incidents, employee feedback, business initiatives, and regulatory developments may all require the rules to be updated.
Regular review helps ensure that the policy remains relevant instead of becoming a document that employees no longer recognise or use.
What Sets CA Apart
Policies based on real working practices
We develop rules around the tools, information, decisions, and situations employees actually encounter.
Clear language for everyday use
We explain responsibilities without relying on unnecessary technical or legal terminology.
A balance between control and innovation
We help the organisation manage risk while allowing employees to use appropriate AI capabilities productively.
Practical processes behind the policy
We connect written rules with approval, assessment, reporting, monitoring, training, and exception-management procedures.
The Business Value
AI Policy Development from CA gives your organisation a consistent and understandable approach to the use of artificial intelligence.
Employees receive clear guidance about approved tools, acceptable activities, data handling, output review, and personal responsibility. This reduces uncertainty and helps prevent sensitive information from being entered into unsuitable services.
Management gains a more controlled route for introducing new AI capabilities. Proposed tools and use cases can be assessed consistently, while higher-risk applications receive the additional attention they require.
A practical policy also supports innovation. Teams can explore useful opportunities within established boundaries instead of avoiding AI because the rules are unclear or introducing it without suitable oversight.
The result is more responsible use of artificial intelligence, clearer accountability, better protection of information, and stronger evidence that AI-related risks are being actively managed across the organisation.
Next Step
An effective AI policy should tell employees not only what they cannot do, but also how they can use artificial intelligence safely and responsibly.
Contact CA for an initial consultation. We will help you understand current AI use, define practical rules, and develop a policy supported by clear approval, risk-management, and monitoring processes.