What Information Should Employees Never Put Into AI Tools?
Sensitive or restricted business information should not be entered into AI tools unless the platform and use are specifically approved. Appropriate rules depend on the data, platform, account and business requirements.
What Information Should Employees Never Put Into AI Tools?
Employees should not enter sensitive, confidential, regulated or security-critical company information into an AI platform unless the organization has specifically approved the platform and that type of use.
There isn't one universal list of information that can never be used with AI.
The appropriate answer depends on the AI platform, account type, security protections, data involved and the organization's legal, contractual or regulatory requirements.
That distinction matters.
An approved business AI environment and an employee's personal AI account should not automatically be treated the same way.
What Types of Information Require Special Care?
Organizations should establish clear expectations around information such as:
- Passwords and security credentials
- API keys and access tokens
- Confidential customer or client information
- Personally identifiable information
- Protected health information
- Financial information
- Proprietary company information
- Intellectual property and trade secrets
- Sensitive employee or HR information
- Legal or privileged information
- Regulated or contractually restricted data
Some organizations will have additional requirements based on their industry, clients or contracts.
Why Does the AI Platform Matter?
AI services can differ significantly in how business information is handled, protected and administered.
Account type can matter as well.
An individual consumer account may not provide the same organizational protections and controls as an approved business service.
That's why guidance that simply says “don't put sensitive information into AI” is often insufficient.
Employees need to understand:
Which AI tool can I use for this work?
What information can I provide to it?
What should I do if I'm unsure?
What About AI Connected to Company Systems?
Information doesn't have to be manually pasted into a prompt to become accessible to AI.
Modern AI platforms may connect to email, documents, cloud storage, CRM systems and other business applications.
Those integrations can create significant value because AI can work with information employees already use.
They also make access and permissions important.
The fact that an AI platform can connect to a business system doesn't automatically mean every user or AI capability should have access to everything inside it.
The same principles of appropriate access and business need that apply elsewhere in IT should continue to apply to AI.
How Should Businesses Think About Different Types of Data?
Employees need a simple way to understand that not all company information carries the same sensitivity.
Public information may be appropriate for broad use. Ordinary internal business information may be appropriate within approved company AI platforms. Confidential or restricted information may require additional safeguards or specific approval.
The exact classifications and requirements will vary by organization.
What's important is that employees understand the boundaries before information is shared.
What If an Employee Is Unsure?
Ask before sharing the information.
Good AI governance should provide employees with a clear place to get an answer.
That is preferable to forcing employees to choose between guessing or abandoning a potentially valuable AI use case.
The goal isn't to make AI difficult to use.
It's to make responsible AI use easier to understand.
How Does Mentis Help Businesses Protect Data While Using AI?
Mentis helps organizations consider AI within their broader technology, cybersecurity and data-management strategy.
The objective is not simply to identify information employees shouldn't use.
It's to help businesses establish an environment where employees understand which AI capabilities are appropriate for the work they're trying to accomplish.
Related Articles
- What Is AI Governance and Why Does a Business Need It?
- What Is Shadow AI and Why Is It a Business Risk?
- Should Employees Be Allowed to Use AI Tools at Work?
- How Can Businesses Use AI Safely Without Slowing Innovation?
Unsure whether your current AI tools are appropriate for company information? Mentis Group can help evaluate AI use in the context of your technology, security and business requirements.
Have a question about your own environment? Schedule a consultation with Mentis Group or call (866) 901-7808.