Policy kit

Employee AI Use Policy Starter Kit

Draft an AI use policy with concrete data rules, approval paths, output checks, and a fillable exception request.

AIGovernanceData Protection

Employee AI Use Policy Starter Kit visual for DefendArm Security guidance

Preview before download

Set the policy before rollout

Drafting aid, not a finished legal policy. Have the appropriate security, privacy, HR, and legal owners review it for your organization before adoption.

Sample decisions

Which data and tasks are approved for this exact tool, account, and connector?
Who checks an AI-generated answer before it reaches a customer or changes production?
When must an exception expire or return for review?

Common mistakes

Approving a vendor without specifying the account, features, and permitted data.
Treating an AI answer as a verified source.
Giving an agent broad access before testing a read-only workflow.

What is inside

Employee AI Use Policy Starter Kit

Draft an AI use policy with concrete data rules, approval paths, output checks, and a fillable exception request. Includes a fillable PDF with worked examples and decision records.

Fillable PDF. Reviewed 2026-09-21. Includes practical guidance and reusable review records.

Set the policy before rollout: Drafting aid, not a finished legal policy. Have the appropriate security, privacy, HR, and legal owners review it for your organization before adoption.
Review outputs and connected actions: Continue the sample policy here. Replace generic owners with your actual teams and escalation route before issuing it.
AI use request and exception: Complete one record per use case. A time-limited exception should state its controls and expiry; it should not silently become permanent approval.

References

NIST AI RMF Playbook

Examples are fictional. Adapt these materials to your environment; completing a worksheet is not a certification.

Questions teams ask

Practical questions before you decide.

Who should use the Employee AI Use Policy Starter Kit?

This resource is built for IT owners, business leaders, HR, and privacy reviewers who need a clear way to turn security guidance into owners, evidence, and next actions.

What should a team prepare before using it?

Prepare current system owners, relevant policies, available logs or configuration evidence, and any known exceptions that affect the control area.

When should this turn into a deeper review?

Bring in the relevant specialist when the work exposes missing evidence, unclear authority, or controls your team cannot validate. Keep the unresolved issue, owner, and next decision recorded.