Artificial Intelligence is here to stay, and your employees are probably already using AI at work. Whether they’re leveraging ChatGPT for quick research, summarizing emails with AI-powered tools, or experimenting with AI-driven automation, AI adoption is happening in real time. The question is no longer if AI should be used in your workplace but how it should be used safely and effectively.
The risk? “Shadow AI”—unvetted, unregulated, and potentially unsecured AI tools being used by employees without IT oversight. Just like “Shadow IT,” where employees download and install a new piece of software outside of company-approved systems, Shadow AI poses a real security and compliance risk.
5 Things to Know About Using AI at Work
AI can be a powerful tool, but without the right guardrails in place, it can also become a liability. In the hunt for more productivity, it gets really easy to blur the line between safe and unsafe work practices. Here’s 5 things every business leader should be thinking about as employees start using AI at work.
1. Your Data is Only as Secure as Your AI Policies
One of the biggest mistakes companies make is assume using AI at work is safe by default. Employees might put sensitive information into an AI chatbot without realizing that data could be stored, analyzed, or even leaked. A major example? Samsung engineers accidentally uploaded proprietary firmware into ChatGPT, risking intellectual property exposure. If a smart engineer at Samsung will do it, your employees will too so plan for it and make sure it can’t happen. Talk to your employees about it and make them sign off on an official company policy before using AI at work.
Before allowing AI use, companies need clear policies on what data can and cannot be shared with AI tools. ProSafeIT and HealthsafeIT both include AI policy templates that help you build an AI policy. Your attorney can also probably help draft that language, but its something your company needs in place today as staff begins using AI at work.
2. Cloud File Hosting is a Must
Employees should not be using personal computers for work, and they should never use AI tools to summarize or analyze files via personal devices. Instead, businesses need a secure, centralized cloud file hosting system (such as SharePoint or OneDrive) to ensure data remains under company control and protected by enterprise-grade security.
A cloud-based system not only protects files but also enables controlled access, versioning, and compliance with industry regulations. On top of that, you’ll get a secure, reliable way to access company files from all your devices as well as pull access if an employee turns over.
Using the cloud with AI makes a lot of sense and can act as training data for using AI at work. Here’s an example: If you setup your company files with AI, questions will return internal documents and policies from those company files. Imagine the implications for HR, sales, marketing, and other information workers. These are problems you’ve already solved, its just a matter of delivery. Also, using company files with AI cuts down on hallucinations (AI’s making things up) that may sound good but bear no reality to company history or policy.
Stringfellow Technology Group has been cloud-first since the 2000’s and we continue that tradition with ProSafeIT and HealthSafeIT. We know best how to secure and provide cloud hosted files and folders for your team to work with at the office or anywhere else they might need them. This makes it ideal for using AI at work in a safe, predictable way.
3. AI Governance is Non-Negotiable
If employees are using AI (or any other IT system for that matter) without oversight, it’s time for an audit. Businesses must implement data governance policies to regulate using AI at work, including:
- Who has access to AI tools
- What data can be used with AI
- Which AI tools are company-approved
A lack of governance could lead to legal, ethical, or security issues down the road. You need a clear written plan for employee access on your company network. Stringfellow can help setup your employee access in a simple intuitive way, or even preserve systems you have in place now so things don’t change more than they should.
4. Trusted Technology: Enterprise AI Over Consumer AI
Instead of letting employees experiment using AI at work with unregulated chatbots, businesses should provide access to enterprise-grade AI tools like Microsoft Copilot 365. Unlike public AI tools, Copilot 365 is integrated with your company’s existing Microsoft ecosystem, ensuring:
- Enterprise-level security
- Compliance with data protection regulations
- Seamless integration with Microsoft 365 applications
The alternative is a potential nightmare. Imagine users copying and pasting items into ChatGPT, Claude, or Gemini on their own. They coule be using their personal email address and no oversight, retention policies, or other compliancy tools you’ve worked hard to build and maintain.
Well I have bad news for you, they are probably doing just that. The secret is out: AI has been growing in popularity since 2022’s big product launch of ChatGPT put AI in the mainstream. Make sure you have business tools to help your employees solve business problems. Microsoft Copilot 365 is something we have used since its launch and our clients that love it, so consider us as your partner in helping keep AI safe and productive.
5. Auditing Software and Using AI at Work
To avoid the risks of Shadow AI, companies need to audit and manage the software employees are using. Are team members using free AI tools that store data outside your control? Have unauthorized AI applications been downloaded? If so, it’s time to take control.
This is where ProSafeIT from Stringfellow Technology Group comes in. With ProSafeIT, businesses can:
- Identify unauthorized AI usage in their organization
- Implement AI-safe policies and governance measures
- Secure and integrate AI with trusted technology solutions
We get lists of hardware and software assets for clients regularly and prospects ask about this all the time. The right information gives your people insight into what people are doing and if they’re using AI at work. If PCs or laptops aren’t setup right on your network, its easier to break things and cause problems.
You don’t need that risk, you need a scheduled process to evaluate what’s people are doing for their job and an approved list of tools to do it. With our dedicated technical advisors, we’ll do this for you and give you reports that help you make better decisions.
AI is Inevitable—Make It Safe
The reality is that AI isn’t going anywhere. Employees will use it, whether officially approved or not. The difference between safe and risky AI at work comes down to trusted technology, governance, and security.
By implementing AI policies, cloud-based data security, and enterprise AI tools like Microsoft Copilot 365, businesses can embrace AI without compromising security. With ProSafeIT, companies can ensure that AI use is monitored, managed, and aligned with business objectives and Stringfellow’s proven best practices.