When a business adopts AI, discuss the accounts, information, vendors and people involved alongside its existing technology arrangements. Then examine the particular workflow instead of assuming that a general security policy answers every AI question.
Start with how the tool is being used
Ask employees what they use, what task it supports and what happens to its output. Include tools connected to other systems as well as those used directly through a website or application.
For each proposed or existing workflow, clarify:
- Who is responsible for the business task
- Which information it can use
- Which accounts and connections it needs
- Who checks the result
- Whether it can take an action or only prepare something for review
A useful description should make the task understandable without requiring every business owner to learn the technology behind it.
Connect the relevant responsibilities
Bring account access, information handling and vendor questions to the people already responsible for those areas. Ask whether existing arrangements cover the proposed use or whether something needs further review.
Have the provider’s data use and terms evaluated before sharing sensitive business information. Identify who can approve a new connection or a change in the way the workflow is used.
Some questions will be specific to AI. NIST describes security and resilience as characteristics of trustworthy AI and researches the vulnerabilities of AI applications. Its AI security and resilience overview is a useful starting point for that distinction.
Decide how a concern will be handled
Agree how employees report an unexpected result, inappropriate access or a workflow that behaves differently from what was intended. Clarify who can pause the work, review the issue and approve a change.
Keep business decisions with the people authorized to make them. If the workflow supports a sensitive or consequential task, obtain the relevant specialist input rather than treating a generic AI tool approval as enough.
When the workflow or connected system changes, revisit the responsibilities affected by that change.
Understand ProIncident’s baseline and further adoption
Cybersecurity and baseline AI governance are included in ProIncident’s standard Fully Managed IT service. Further AI adoption has its own scope: review practical opportunities, launch a clearly defined use case and establish ongoing management.
Managed AI provides ongoing support, governance and improvement for up to 3 standard workflows. It can be a recurring relationship independently of Fully Managed IT. New systems, major workflows and substantial integrations need separate scope.
See AI Governance and AI Adoption to begin the conversation about the responsibilities your business needs.
Frequently asked questions
Does included baseline governance cover every AI project?
Further adoption and advanced requirements need their own scope. Discuss the proposed use case, systems and ongoing responsibilities before assuming it is included.
Should employees be asked about tools already in use?
Yes. Ask what work they are trying to do and what information is involved. Use that discussion to establish a clear, practical decision about permitted use.
Can we use Managed AI without Fully Managed IT?
Yes. A recurring Managed AI relationship can stand on its own, with project work kept within the agreed relationship and scope.
Make AI responsibility understandable
AI decisions are easier to manage when access, information and support have clear owners. Bring the work your team wants to do and where responsibility is uncertain.