Using AI safely

AI (Artificial Intelligence) is a powerful ally—but only when used wisely

Have you started using AI tools yet?  Have you discovered how they can reduce your efforts and produce meaningful output?

AI tools like Microsoft Copilot, ChatGPT, and image generators are revolutionizing how we work—but they also introduce new risks. Whether you’re drafting emails, analyzing data, or brainstorming ideas, here’s how to use AI safely, ethically, and effectively.

Common AI Missteps to Avoid

1. Confirm that you are allowed to use AI

Check with your supervisor before using any AI agents.  Your organization may have restrictions and/or guidelines that you are required to follow.

 

2. Sharing Sensitive Information

Don’t input confidential data like customer records, financial details, passwords, or internal documents into public AI tools.

Even if the tool seems secure, assume that anything you type could be stored or used to train future models.

 

Example: An employee pastes a customer’s Social Security number into ChatGPT to generate a form letter. That data could be stored or used to train future models.

Tip: Never input sensitive data (e.g., PII (Personal Identifiable Information), financials, passwords) into public AI tools.  Use fake names or SSN’s and then replace them when your data has been produced.

 

3. Assuming AI is Always Right

AI can “hallucinate” or generate incorrect information that sounds convincing.  It might cite a non-existent study or misstate a regulation.  Always verify facts before using them in reports or communications.

Example: You ask an AI to summarize a legal case, and it invents a court ruling that never happened.

Tip: Always verify AI-generated facts, citations, and statistics using trusted sources before sharing or acting on them.

 

4. Using AI for Decision-Making Without Oversight

AI can help analyze data, but it shouldn’t be the sole decision-maker—especially in hiring, legal, or financial matters.  It can unintentionally introduce bias based on the data it was trained on.

 

Example: An AI tool used for resume screening favors candidates from certain schools due to biased training data.

Tip: Use AI as a support tool—not a final decision-maker—especially in hiring, promotions, or customer service.

 

5. Wrong tone

You know to speak more formally in certain business situations and more familiarly with friends and family… even when you are imparting the same information.  AI may not get those distinctions unless you specifically ask it to.

 

Example: A team uses AI to auto-reply to customer emails, but the tone is off, and responses lack empathy—leading to complaints.

Tip: Review and customize AI-generated content before sending. Human oversight ensures quality and tone alignment.

Best Practices for Safe AI Use

Here are some proactive steps users can take:

✅ Use Approved Tools

Check with your supervisor to find out which platforms have been approved at your organization.

✅ Limit Inputs

Use anonymized or generic data when testing AI capabilities.

• • • Instead of: “Jane Doe’s salary is $95,000”
    • Use: “Employee X earns $95,000”

✅ Review Before Sharing

Always read and verify AI-generated content before publishing or forwarding.  Look for factual errors, tone mismatches, or inappropriate phrasing.  Use trusted sources to verify any facts or figures.

✅ Get / Stay Informed

Know what your AI tool can and can’t do. Some are great for summarizing documents, others for coding or data analysis.  Read up on the AI tool you are using.  Stay especially tuned for usage guidelines and stay updated on AI policies. New risks and features emerge regularly.

✅ Report Issues

If you see something odd—like inappropriate outputs, data leaks, or tool misuse—report it to IT or your security team immediately.

Your Role in Responsible AI Adoption

AI is a powerful tool, but it’s not a substitute for judgment, ethics, or human connection.

Just remember, it’s not infallible. By using it wisely, you can boost productivity while protecting your data, your reputation, and your organization.

Just like a chainsaw can help you cut through large logs much more easily than a manual saw, if used improperly it can cut off your hand… or worse.

If you have questions about this, please let us know and we will be happy to assist you.
Take care,