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  • Donald E. Hester

Navigating AI ChatBots: Establishing Guidelines and Embracing Change

In a recent discussion, the remarkable potential of artificial intelligence (AI) and its associated risks took center stage. Specifically, the focus was on AI ChatBots and the urgent need to strike a balance between encouraging innovation and ensuring safe implementation. The advantages of AI as a game changer, but concerns regarding accuracy, biases, privacy issues, and the lack of explainability need to be addressed. With the aim of avoiding a complete ban on AI, we discussed the establishment of guidelines and policies to govern its use. In this blog post, we will explore the suggested interim guidelines that can help organizations harness the power of AI ChatBots responsibly.

We engaged in a very comprehensive discussion on the benefits and risks associated with AI, specifically within the context of AI ChatBots. The unanimous consensus was organizations support AI innovation while prioritizing cyber safety. We acknowledged the transformative potential of AI and the concerns regarding its limitations. These concerns included inaccurate and inconsistent responses, potential biases or prejudices in responses, the absence of common sense and emotional intelligence, limited customization options, explainability challenges, data leakage, and copyright violations.

Need for Policy

Recognizing that a complete ban on AI is not a feasible or desirable solution, it becomes evident that the establishment of comprehensive guidelines and policies to regulate its use is crucial and time-sensitive. However, one of the challenges we encounter is the lengthy process required to implement new policies. The bureaucratic nature of policy creation can leave us vulnerable to potential risks and uncertainties, as the pace of technological advancements and AI capabilities rapidly outpaces our ability to adapt. It is essential that we proactively adapt to address the evolving cyber risks that accompany the adoption of AI, even if a policy may take time to develop and refine due to the complex nature of the task at hand.

How are you using AI now?

To address the issue of AI adoption within the organization, we can adopt a phased approach that begins with understanding the current state of AI usage. It may come as a surprise to discover that staff members have already embraced AI ChatBots, highlighting the prevalence of the "Shadow IT" phenomenon. Conducting a thorough survey within your organization is an effective starting point to identify the extent of AI utilization. This assessment will provide valuable insights into the existing instances of AI implementation, enabling you to better understand the scope of the challenge and inform subsequent decision-making processes.

Risk Assessment

Once you have gained an understanding of the extent to which AI is utilized within your organization, you can initiate the crucial process of aligning its use with business needs. Simultaneously, conducting a comprehensive risk assessment of the current AI practices will provide valuable insights and enable an informed policy-making process. By evaluating the risks associated with AI usage, you can identify potential vulnerabilities and areas of concern that need to be addressed. This proactive approach ensures that policies and guidelines are tailored to the specific requirements and risk landscape of your organization, promoting responsible and secure implementation of AI technologies.

Interim Guidelines

AI ChatBots present specific risks that can be partially mitigated through the implementation of interim guidelines for their use. It is crucial to introduce these guidelines as soon as possible, considering that a formal policy may take time to develop. The risks associated with AI ChatBots are already present, and interim guidelines can help address the current risks while setting the stage for future policies. While these guidelines may not cover all aspects comprehensively, having some parameters in place is far better than having no guidance at all. They enable us to address immediate concerns and establish basic principles for responsible AI usage, promoting a culture of accountability and ethical implementation within our organization.

Staff Training

In light of the rapid advancements in technology, it is of utmost importance to ensure that our workforce is equipped with the necessary knowledge and skills to effectively and responsibly utilize AI ChatBots. Implementing training initiatives will not only help mitigate risks but also empower employees to make informed decisions when leveraging AI technologies. By fostering a culture of responsible AI usage within our organization, we can maximize the benefits of AI ChatBots while minimizing potential pitfalls. Additionally, it is essential to encourage staff members who are already utilizing AI to come forward and share their experiences and insights on how they are leveraging this technology. This collaborative approach will facilitate knowledge sharing and allow for the exploration of innovative and effective use cases within our organization.

Suggested Interim Guidelines

To navigate the dynamic and ever-evolving landscape of AI ChatBots, organizations can adhere to the following interim guidelines. These guidelines serve as a practical framework to promote responsible and secure usage of AI ChatBots while effectively mitigating associated risks and ensuring compliance with ethical standards. By following these guidelines, organizations can strike a balance between harnessing the potential benefits of AI ChatBots and safeguarding against potential pitfalls. It is essential to adopt a proactive and conscientious approach when utilizing AI ChatBots, prioritizing the protection of privacy, data security, and adherence to legal and ethical considerations. These guidelines provide organizations with a starting point for responsible implementation while more comprehensive regulations are being developed and refined.

  • Obtain permission from your manager before using AI ChatBots.

  • Foster collaboration by sharing ideas on how to effectively leverage AI ChatBots.

  • Assume that any information used by AI ChatBots will be publicly accessible.

  • Acknowledge that the content generated by AI ChatBots is constructed by the AI system.

  • Avoid using sensitive information in AI ChatBot prompts to protect confidentiality.

  • Refrain from sharing AI ChatBot responses publicly without prior review from your manager.

  • Recognize that AI ChatBot responses may not always be accurate or unbiased.

  • Do not utilize AI ChatBot responses to generate sensitive or confidential information.

  • Ensure compliance with copyright and intellectual property laws when using AI ChatBots.

  • Do not solely rely on AI ChatBot responses for important decisions or tasks.

  • Do not employ AI ChatBots to generate malicious content such as fake news or hate speech.

By adhering to these suggested interim guidelines, organizations can embrace the potential of AI ChatBots while navigating the complex terrain of AI technologies responsibly.


In today's rapidly evolving technological landscape, it is crucial to acknowledge that technology advancements and associated cyber risks often outpace the pace at which our governance programs can adapt. Balancing innovation and risk mitigation requires a proactive approach that addresses known risks as soon as new technology is adopted. Rather than resorting to an outright ban on new technology or waiting for the organization to develop a formal policy, it is imperative to address risks as they emerge. By embracing a proactive mindset, organizations can strike a balance between fostering innovation and implementing effective risk mitigation measures from the outset. This approach allows us to navigate the ever-changing technological landscape while ensuring responsible and secure utilization of emerging technologies.


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