Originally published November 2, 2023. Updated May 2025.
AI is showing up in nearly every corner of the workplace — from drafting emails to summarizing meetings. Tools like ChatGPT, Zoom’s AI Companion, Microsoft Copilot, and Otter.ai are already being used by staff, often without much fanfare — or oversight.
That’s why now is the time to define how, when, and why AI should be used in your organization — not just to protect against risk, but to align its use with your values, mission, and operations.
Whether you’re embracing AI enthusiastically or cautiously experimenting, a clear AI policy sets the stage for safe, responsible, and effective use.
Why You Need an AI Policy — Even If You’re “Not Really Using AI Yet”
Many organizations assume they don’t need an AI policy because they haven’t rolled out generative tools formally. But here’s the reality:
- If your team records meetings on Zoom or Teams and receives automated transcripts, you’re using AI.
- If someone copies and pastes sensitive data into ChatGPT to “summarize it,” your data is already in play.
- If your CRM auto-tags contacts or prioritizes leads, it may be powered by machine learning.
The line between “using AI” and “just using software” is getting blurrier every day. A policy helps clarify expectations, build awareness, and establish safeguards — without stifling innovation.
5 Questions Your AI Policy Should Answer
1. What tools are approved for use?
Create a list of sanctioned tools (e.g., Otter.ai, Zoom AI Companion, Microsoft Copilot) and note any that are explicitly prohibited due to security, data residency, or privacy concerns.
2. What types of data are off-limits?
Spell out what cannot be input into AI tools — such as:
- Personal identifying information (PII)
- Confidential stakeholder or client details
- Internal financial or HR data
- Proprietary or unpublished research
3. How should staff disclose AI-assisted work?
If someone uses AI to draft content, summarize a meeting, or generate analysis, should they disclose that? In what context?
Your policy might suggest a simple note like: “This summary was generated using Otter.ai and reviewed for accuracy.”
4. Where will AI-generated content be stored?
Clarify expectations about:
- Where AI summaries or drafts should be saved
- Whether meeting transcripts are considered records
- Who has access to AI-generated files
This is especially important with auto-generated content from tools like Teams or Otter that may sync directly to cloud folders.
5. Who’s responsible for oversight?
Assign a point person or team (such as your CIO, data governance lead, or security team) to:
- Review new tools
- Monitor changes to existing tools
- Update policy language as needed
Specific Considerations for Transcription Tools
AI transcription tools like Otter.ai, Zoom AI Companion, and Microsoft Teams’ recap features are incredibly useful — but they introduce risks, especially when:
- Sensitive conversations are transcribed and stored indefinitely
- Transcripts are shared without context or permission
- Staff assume AI summaries are “accurate enough” to replace note-taking or nuanced discussion
Your policy should include:
- When and how meetings may be recorded or transcribed
- Who owns the transcript and where it should be stored
- When to inform participants (especially external guests) that transcription is enabled
Final Thoughts
An AI policy isn’t about locking things down — it’s about setting smart guardrails so your team can innovate responsibly.
Done well, your policy will:
- Reduce accidental risk
- Encourage safe experimentation
- Reinforce your organization’s commitment to transparency, privacy, and mission-aligned tech
At FireOak, we help organizations develop lightweight, practical AI policies that reflect how your team actually works — with room to grow as your use of AI evolves.
