AI Policy Template for Small Teams

AI Policy Template for Small Teams

You do not need a twenty-page policy. You need clarity: what people may use, how they must treat data, and who owns updates.

What to include (minimum)

1. Purpose — Why the policy exists (risk reduction, consistency, trust).
2. Approved tools — Named products or “IT-approved list only.”
3. Data rules — No customer PII, credentials, or unreleased financials in unapproved tools unless approved workflow says otherwise.
4. Human review — High-stakes decisions (legal, security, money, public statements) require a human sign-off.
5. Ownership — One named policy owner and a weekly 15-minute review slot.

Sample policy skeleton (copy and edit)

Approved AI — Team members may use [list or link]. Other tools require manager approval.
Data — Do not paste confidential, personal, or regulated data into AI unless the workflow is explicitly approved. When in doubt, ask [role].
Outputs — Treat model output as draft; verify facts, calculations, and legal wording.
Incidents — Report suspected misuse or data exposure to [channel] within 24 hours.
Reviews — Policy owner reviews exceptions and incidents weekly; full text refresh quarterly.

How to roll it out

1. Share the one-pager in your team channel.
2. Pair it with a three-question self-check before pasting into any AI: Is this data allowed? Is the output verified? Is a human accountable?
3. Revisit after the first real incident or near-miss — that is when the policy earns trust.

This template is intentionally small so you ship governance that people actually read.