AI Governance Services
Artificial intelligence can help businesses improve productivity, simplify everyday tasks, and create new opportunities. However, using AI without clear policies and security controls can expose sensitive information and introduce business risks.
Memphis Computer Support helps businesses develop practical AI governance policies and strategies that support responsible AI use. We focus on protecting business information, managing cybersecurity risks, and helping employees use approved AI tools safely and effectively.
Practical AI Governance for Today's Workplace
Employees may already be using tools such as ChatGPT, Microsoft Copilot, and other AI-powered applications for writing, research, analysis, customer communication, or everyday business tasks. Without guidance, employees may not know which tools are approved, what information can be entered, or how AI-generated content should be reviewed before it is used.
A practical AI governance program gives employees clear rules for using AI while helping leadership understand and manage the risks. This can include acceptable-use policies, data-handling requirements, approved tools, access controls, employee education, vendor review, and ongoing oversight.
AI Governance Services for Businesses
Depending on the organization's needs and the agreed scope, MCS can help businesses build a practical approach to AI governance through the following activities:
AI Use Policy Development
Establish guidelines for approved AI tools, acceptable use, sensitive data, and employee responsibilities.
AI Risk Assessments
Identify potential security, privacy, compliance, and business risks associated with AI adoption.
AI Tool and Vendor Reviews
Review AI applications and third-party providers before they are approved for business use.
Sensitive Data Protection
Develop practical rules for sharing and handling confidential business and customer information.
Employee AI Security Awareness
Help employees understand responsible AI use, common risks, and when human review is needed.
Ongoing AI Governance Reviews
Revisit policies, approved tools, and practices as technology and business requirements change.
Why Businesses Need an AI Use Policy
An AI use policy establishes expectations for how employees can use artificial intelligence in the workplace. It can define approved and prohibited uses, identify information that should not be entered into public or unapproved AI tools, explain when human review is required, and establish responsibility for AI-generated work.
The policy should reflect the organization's actual operations, data, industry requirements, and risk exposure rather than relying on a generic template. As AI tools and business use cases change, the policy should also be reviewed and updated.
Protecting Business and Client Information
One of the most important AI governance questions is what information employees are allowed to share with AI systems. Confidential business information, customer or patient information, financial data, credentials, proprietary material, regulated information, and other sensitive data may require restrictions depending on the tool and the organization's requirements.
MCS can help businesses establish practical rules around data handling, approved AI platforms, user access, and security controls so employees have clearer guidance when using AI for business purposes.
Managing Third-Party AI Risk
AI capabilities are increasingly being added to software businesses already use. AI governance is not limited to standalone tools. Organizations should understand how vendors handle data, what AI features are enabled, what information those features can access, and whether vendor practices align with security and compliance requirements.
Reviewing AI-enabled vendors and applications can help businesses make informed decisions before sensitive information or important workflows are placed into a new platform.
AI Governance and Cybersecurity Work Together
Cybersecurity and AI governance address different questions, but they are closely connected. Cybersecurity focuses on protecting systems, users, accounts, and data, while AI governance establishes how artificial intelligence should be selected, accessed, and used within the organization.
Bringing these areas together can help businesses reduce risks from unauthorized AI tools, inappropriate data sharing, weak access controls, and unmanaged third-party applications.
A Practical Approach to Responsible AI
AI governance does not need to begin with a large or complicated program. For many organizations, the first step is understanding how employees are already using AI, identifying the information and workflows that could create risk, and establishing clear rules for approved use.
From there, businesses can develop policies, evaluate tools and vendors, educate employees, and review governance practices as technology and business requirements evolve.
Why Businesses Choose MCS for AI Governance
AI governance should work alongside your existing cybersecurity, IT, and business policies. MCS helps businesses approach AI adoption with security and risk management in mind. By considering how AI tools interact with employees, sensitive information, business systems, and existing technology, we help organizations develop practical guidelines that support responsible AI use.
AI Governance FAQs
What is AI governance for businesses?
AI governance is the framework a business uses to decide how artificial intelligence can be selected, accessed, and used. It can include policies, approved tools, data-handling rules, security controls, employee responsibilities, vendor review, human oversight, and processes for reviewing AI use over time.
Does a small business need an AI use policy?
If employees are using AI tools for business work, an AI use policy can help establish clear expectations. The policy can identify approved tools, explain what information should not be entered into AI systems, define acceptable and prohibited uses, and establish when AI-generated work requires human review.
What are the cybersecurity risks of employees using ChatGPT and other AI tools?
Risks can include employees entering confidential or sensitive information into unapproved tools, relying on inaccurate AI-generated content, exposing proprietary information, using insecure AI applications, or connecting AI tools to business systems without appropriate review. Clear policies, approved tools, access controls, employee education, and vendor review can help reduce these risks.
What information should employees never enter into AI tools?
Employees should not enter confidential, sensitive, regulated, proprietary, authentication, customer, patient, financial, or other protected information into an AI tool unless the organization has specifically approved the tool and the use of that information. Restrictions should be defined by company policy, contractual obligations, industry requirements, and the way the AI provider handles data.
How can businesses safely use AI without exposing sensitive data?
Businesses can reduce risk by defining approved AI tools, establishing data-handling rules, controlling access, educating employees, reviewing AI vendors, monitoring how AI is used, and requiring appropriate human review. Controls should reflect the sensitivity of the organization's information and its legal, contractual, and compliance requirements.
What should be included in a company AI policy?
An AI policy can define approved tools and use cases, prohibited activities, data-handling requirements, access and account rules, expectations for reviewing AI-generated content, intellectual-property considerations, vendor approval procedures, employee responsibilities, and a process for updating the policy as AI technology and business requirements change.
Ready to Use AI More Safely in Your Business?
Whether your employees already use AI or your business is exploring new AI tools, MCS can help you evaluate risks, establish clear policies, and develop a practical approach to responsible AI.
