Safe use of AI

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AI in Business: A 15-Minute Guide to Secure and Smart Use

AI adoption in the workplace is accelerating, but so are the risks if we dive in without guardrails. Use this 15-minute briefing to equip your team with the essentials of responsible AI use. It’s concise, practical, and ready to spark better habits from day one.

Why Secure AI Matters

AI platforms can supercharge productivity, but unchecked use may:

Leak sensitive or proprietary data
Surface biased, inaccurate, or plagiarized content
Violate privacy regulations or company policies

A brief, focused discussion helps every team member understand both the promise and the pitfalls before they even open a chat window.

Four Golden Rules for Safe AI

Never paste confidential information
– Client records, passwords, financials or any private data belong in vetted, internal tools, not public AI.
Use only approved AI platforms
– Follow your org’s policy on sanctioned tools and access controls.
Treat AI output as a draft
– Validate facts, check tone, and adapt before sharing or publishing.
Stay transparent and ethical
– Don’t impersonate individuals or create misleading deepfakes or fake reviews.

Safe Use Cases vs. What to Avoid

✔️ Safe Use Cases	🚫 Avoid This
Drafting emails, reports or memos	Uploading customer- or employee-sensitive data
Brainstorming ideas, outlines or agendas	Copying AI text verbatim without review
Summarizing non-confidential documents	Generating defamation, impersonations or deepfakes
Translating or rephrasing public content	Relying solely on AI for final decisions

Quick Decision Flow

Before reaching for an AI tool, ask:

Is this truly non-sensitive information?
Am I using AI to assist, not replace, my own expertise?
Does the use case align with our values and compliance requirements?

If the answer to any of these is “no,” pause and seek guidance.

Delivering the 15-Minute Briefing

Open with a real-world AI anecdote your team can relate to.
Walk through the risks and Golden Rules, use slides or a whiteboard.
Showcase the Safe Use Cases table for clarity.
Run a 60-second scenario exercise: “Should we AI-assist this task?”
Close with next steps: distribute your one-page cheat sheet and policy link.

Next Steps

Share this article with your colleagues and start a conversation in your next team meeting. Download our free one-page AI Use Cheat Sheet (PDF) to reinforce these principles.

AI Use Cheat Sheet

1 file(s) 181.76 KB

Download

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At DNG Technology, we’re a small business – just like many of the clients we help. We know firsthand how hard you work to build what you have, and how devastating it would be to lose it. A cyber breach isn’t just a technical issue – it’s personal. And with an average cost per breach of $50,000 for small businesses in Australia, it’s not something anyone can afford to ignore.

We help protect your business by training your team with practical skills, real-world awareness, and everyday habits that stop 95% of the threats you’ll face before they ever become a problem. Then we fill the remaining gaps with proven security strategies, from the government’s Essential Eight to frameworks that make sure you’re covered under Australian privacy law and other compliance requirements.

If you’d like to talk through where your business might be vulnerable, and how we can help fix it, give David or Greg a call on (08) 7078 0310. We’d love to hear your story and see how we can support it.

Don't leave your data security and compliance to chance

Reach out to DNG Technology today to discuss how we can help you protect your data, manage risk, and achieve compliance. Your information security is our top priority and it should be yours.