How to avoid shadow AI at work

So, your boss asks you to write a publicity statement for the release of a new product. You open ChatGPT and prompt it with these instructions, giving it access to external accounts to better understand the software embedded in the product. 

The outcome? Successfully fulfilling your boss’s request within minutes. The risk?  Compromising your company's data classification and data usage policies.

Shadow AI refers to the use of unauthorised technology outside of an organisation’s IT framework.¹ Although you may not intend it to cause any harm, by using your personal account, you may have risked data security, privacy compliance, and brand damage. 

As the adoption of generative AI applications has risen, shadow AI has become commonplace. Over one third of employees acknowledge sharing sensitive work information with AI tools, without their organisation’s knowledge.²

To mitigate the risks posed when employees use shadow AI, transparent governance frameworks are needed to facilitate understanding and compliance. Organisations need to clearly state which AI tools they have enterprise agreements with and provide employees logins to access these accounts. For instance, using a company’s enterprise ChatGPT account ensures that there are enterprise-grade security controls, and compliance considerations for the company’s data.

Phase one of ADMA’s Organisational AI checklist, which you can find below, highlights the importance of establishing an organisational framework for the adoption of AI by employees. 

1. Technical Readiness

☐ Audit AI tools and platforms to be used across the organisation. Clearly communicate which platforms employees can use under a contractual service agreement. 
☐ Map which roles and processes each AI tool will support
☐ Launch small-scale pilot projects to demonstrate AI’s real-world impact
☐ Share pilot results with employees and stakeholders to build credibility

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Sources:

1 - https://www.ibm.com/think/topics/shadow-ai 
2 - https://www.infosecurity-magazine.com/news/third-employees-sharing-work-info/