Do You Know How AI Is Being Used Across Your Organization?
An interesting article was published in Finance on the use of artificial intelligence in businesses and the challenges it presents in the areas of security, data governance, and business processes.
You can read the full article at: https://www.finance.si/ikt/ali-veste-kako-zaposleni-v-vasem-podjetju-uporabljajo-ui/a/9048268
Artificial intelligence has become an integral part of everyday business operations in recent years. Employees use it to prepare documents, analyze data, communicate with customers, create content, and automate various tasks. While AI offers numerous benefits, it also raises important questions regarding data security, governance, and oversight.
Artificial Intelligence Is Already a Reality
In many organizations, employees use a variety of AI tools without specific guidelines or formal policies. Management and IT departments often lack a clear overview of which tools are being used, what data is being entered into them, and how that data is processed. This can create significant business risks, as sensitive information may inadvertently leave the company’s controlled environment.
What Is Shadow AI?
Just as the concept of Shadow IT emerged in the past, organizations today are increasingly facing Shadow AI. This refers to the use of artificial intelligence tools without the knowledge or oversight of the organization.
Employees naturally look for faster and more efficient ways to perform their work, which often leads them to adopt various AI solutions. Without clear governance and oversight, organizations can quickly lose visibility into how AI is being used and what risks it may introduce.
What Types of Data Can End Up in AI Tools?
Many users view AI simply as a helpful assistant and may not realize that they are interacting with an external data processing system.
As a result, AI tools may receive:
- Contracts and business documents
- Financial information
- Personal data of employees or customers
- Technical documentation
- Business strategies
- Email communications
- Data from CRM and ERP systems
- Source code
Once such information leaves the organization’s internal environment, important questions arise regarding access, storage, protection, and compliance with applicable regulations.
Why Is Visibility So Important?
The greatest challenge is not the use of artificial intelligence itself, but the lack of visibility into how it is being used.
If management does not know:
- Which AI tools employees are using
- Who is using them
- What data is being processed
- What access permissions individual AI tools have
then it cannot effectively manage the associated risks.
Organizations should therefore no longer ask whether they will use artificial intelligence, but rather how they can use it in a secure, controlled, and well-governed manner.
When AI Gains Access to Business Systems
Today’s advanced AI solutions are no longer limited to generating text. They are increasingly integrated with document management systems, email platforms, knowledge bases, CRM and ERP systems, and other business applications.
As a result, artificial intelligence becomes part of the organization’s core business infrastructure. Misconfigurations, inappropriate permissions, or operational errors can affect entire business processes—not just individual users. This makes identity management, access control, and continuous monitoring of AI systems increasingly important.
What Should Company Leadership Do?
To ensure the safe and responsible use of artificial intelligence, experts recommend four key steps:
1. Establish Visibility
Organizations should identify all AI tools being used across the business and understand what data they process.
2. Define Clear Policies
Develop clear guidelines governing the acceptable use of AI and specify which types of data must never be entered into external AI systems.
3. Manage Access
Clearly define who can access specific data and determine the permissions granted to both users and AI systems.
4. Educate Employees
Employees should understand both the benefits and the risks of artificial intelligence and be familiar with the organization’s policies for its secure use.
AI Governance Is Becoming a Business Necessity
AI Governance encompasses the policies, processes, and technical controls that enable organizations to use artificial intelligence safely, responsibly, and effectively.
This includes:
- Visibility into AI tool usage
- Data classification
- Access management
- Risk assessment
- Regulatory compliance
- Ongoing employee education
Artificial intelligence is no longer just a technology topic—it has become a critical component of corporate governance, cybersecurity, and enterprise risk management.