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Responsible AI Use Checklist for Professional Services Businesses

AI tools such as ChatGPT and Microsoft Copilot can improve productivity, but they can also expose confidential information if they are used without clear rules.

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Use this simple checklist to assess how safely your business is using AI.

Approved AI tools (What’s allowed, and who’s allowed to use it)*

We maintain a list of AI tools approved for business use.

Employees use business-managed accounts rather than personal accounts.

New AI tools are reviewed before employees use them for client work.

Not sorted yet

Protecting confidential information (Client data and commercially sensitive material)*

Employees know not to enter passwords, financial data or personal identification into unapproved AI tools.

Client documents and commercially sensitive information are only used with approved platforms.

We understand how our approved AI providers store, process and use submitted information.

Not sorted yet

Employee guidelines (Written policy and practical direction for staff)*

We have a written AI usage policy.

Employees receive practical guidance on acceptable and unacceptable AI use.

Staff know who to ask when they are unsure whether an AI tool or task is appropriate.

Not sorted yet

Reviewing AI-generated work (Human oversight before anything reaches a client)*

AI-generated content is reviewed by a person before it is sent to a client or relied upon.

Important facts, calculations, references and recommendations are independently checked.

Employees remain accountable for work produced with the assistance of AI.

Not sorted yet

Access and security (Who can get in, and how that’s controlled)*

Multi-factor authentication is enabled on business AI accounts.

Access is removed promptly when an employee leaves the business.

AI platforms are included in our regular security and access reviews.

Not sorted yet

Governance and ongoing review (Someone owns this, and it’s kept current)*

Someone within the business is responsible for overseeing AI use.

Our AI policy is reviewed as technology, regulations and business requirements change.

Any suspected exposure of confidential information is reported and investigated.

Not sorted yet

How did your business perform?

If you could not confidently tick every box, it does not mean you need to stop using AI. It means your business may benefit from clearer policies, approved tools and stronger safeguards.

XCD IT helps professional services businesses adopt AI securely while protecting client information and reducing cybersecurity risk. Contact us to arrange an AI and cybersecurity readiness review.

Get your personalised report

Enter your details and we’ll send your results, along with XCD IT’s recommendations for your business, to your inbox – and to our team, so we can follow up with a free AI & cybersecurity readiness review.

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We’ll only use your details to send your report and follow up about this assessment.

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