Using AI securely in the company: The practical guide for AI governance, data protection and compliance

Generative artificial intelligence has become an integral part of the everyday work of many companies. But while the potential for efficiency and innovation is celebrated, many managers are overlooking their most important task: creating clear rules of the game. Without a well-thought-out AI and data governance Companies risk not only legal consequences, but also loss of control over their own data and processes.

AI risks in focus: data protection, copyright and compliance risks

Without central requirements, an uncontrolled “Shadow AI”. Employees use a variety of AI tools, often without knowing their data protection regulations. In this scenario, sensitive information from business plans, internal documents, or customer databases can flow unnoticed into the global training data sets of AI models. At the same time, the risk of copyright infringementswhen AI-generated texts or images are used without verifying the sources. This unstructured approach jeopardizes your organization's compliance and poses a serious threat that goes far beyond inefficiency.

Establish AI governance: Your roadmap in 4 steps

Successful AI governance does not restrict, but empowers. It creates a safe corridor in which innovation can unfold.

We recommend a pragmatic 4-step plan to securely manage AI in the company:

‍

1. Analysis of AI usage and associated risks Identify which AI tools are already in use and for which use cases. Evaluate the associated risks in relation to the Data protection (GDPR), copyright and the protection of trade secrets. This inventory is the basis for all further steps.
   ‍
2. Development of specific AI guidelines (“AI Playbook”) Develop clear and understandable AI guidelines based on the analysis. In this “playbook,” you define which tools are secure for which categories of data (public, internal, confidential). Also define processes for testing and approving new AI applications to avoid future chaos.
   ‍
3. Assigning responsibilities for AI compliance Name a responsible person or a small team (such as an “AI Officer”) to serve as a central point of contact. This role monitors compliance with guidelines, advises teams on questions about secure AI use, and ensures that the governance structure is always up to date.
   ‍
4. Training employees and promoting AI competence The best roadmap is useless if no one knows it. Actively train your teams to use the defined rules and the approved tools. Through workshops and examples of best practice, promote AI expertise across the company. In this way, you ensure that all employees utilize the potential of AI confidently and responsibly.

Conclusion: AI governance as a strategic competitive advantage

AI governance is a central management task in the digital age. A clear roadmap transforms incalculable risks into manageable processes. By proactively ensuring legal security and protecting your data, you not only strengthen the trust of your customers, but also make the use of artificial intelligence a real strategic advantage for your company.

‍

Strengthen your company's AI expertise for a decisive competitive advantage. Our online courses from certready.eu are the direct way to build up this strategically important knowledge in a practical and efficient team. Our experts from certready.eu guide you on your way to safe and effective use of AI.

‍

Let's build your AI roadmap now!