AI Ready? What You Need to Get in Place for the Dawn of AI 

Thanks to its responsive abilities, Artificial Intelligence is becoming increasingly common in the workplace, with many businesses now using it to help with their day-to-day operations. While AI tools like ChatGPT offer plenty of benefits, we all need to be aware of potential security concerns and best practices for safe usage.  

In this blog, we’ll explore how to use AI tools securely to protect your privacy and data. 

What are AI tools? 

Before you implement AI tools into your workplace, it’s essential to understand what they are and how they function. AI tools, like ChatGPT, are driven by artificial intelligence, enabling them to generate ‘human-like’ text or responses based on the information and input provided. These tools operate by identifying patterns in vast amounts of text data, they cannot generate ideas by themselves and must be prompted or set-up to perform the required task. 

What are the benefits of using AI tools? 

Using AI tools in the workplace offers plenty of benefits to a range of different businesses. They can enhance efficiency and productivity by automating repetitive tasks, freeing you and your staff up to focus on more strategic and creative tasks that require a lot of human input.  

These tools are also excellent at processing vast amounts of data quickly, enabling data-driven decision-making and insights. As well as this, AI tools can provide personalised recommendations and experiences to users, improving customer satisfaction, engagement and even helping to brainstorm new ideas. 

How to use ChatGPT securely 

When using ChatGPT, you’ll be providing input data to the model. It’s important to remember that this data can be logged and stored, potentially posing serious privacy concerns.  

OpenAI has taken measures to protect user data, but you should still never share confidential information, such as personal data, financial information, and trade secrets. A good rule to keep in mind when using it is to always assume that the data you provide may be logged, and therefore use with caution. 

It’s also important to make sure that any staff or team members you have are aware and informed about how to use AI tools safely. Put an AI policy in place and educate your staff about what they can and can’t use AI for, as well as highlighting the security threat AI can pose and the importance of not sharing sensitive information with it. This proactive approach will not only minimise the chances of mistakes but also guarantee the safeguarding of confidential information. 

A basic process for entering intellectual property (IP) into ChatGPT 

To help you get started, we’ve put together a basic process for entering intellectual property into AI tools, like ChatGPT. You may need to tweak this for your specific business or industry, however, it might be a helpful starting point. 

Remember, these are just general guidelines, and we always recommend that you speak to a legal professional to make sure that you’re in full compliance with all applicable laws before you start using any AI tools. 

Obtain permission  

This should be a common sense one, but before using any intellectual property in ChatGPT, ensure you’ve got the go-ahead from the IP owner. This might mean getting permission to use copyrighted material or getting the green light to use someone’s trademarked name or logo. 

Identify the IP 

Make sure to clearly mark and name any intellectual property you use in ChatGPT. Include where you got it and any licenses or permissions needed. 

Limit access  

Not everyone will need access to AI tools, so to help limit risk, only allow access to those in your business or organisation who actually need it to perform their jobs. It’s also worth holding regular policy refreshers and staying educated about the latest best use practices. 

Monitor usage 

Keep an eye on how the IP in ChatGPT is being used, as it is important to make sure it follows the rules of the license or permission you have. It also ensures that you’re regularly checking that it is being used correctly and by the right individuals. 

Keep records  

Keep a record of all permissions and licenses, along with any emails or messages from IP owners. It could be vital if any legal issues were to arise. 

Have an action plan in case of infringement  

No one wants to think about it, but in the case of infringement, it’s important that you have a plan in place to handle the situation effectively. Make sure that you can promptly remove the unauthorised content and address any potential legal or reputational consequences that may arise. 

AI is a rapidly changing environment, and the future of AI is constantly in flux. AI is changing nearly every industry and will impact society in ways we are just beginning to understand. 

Need help with your business’s IT or use of AI? Contact us today to find out how we can help.