AI Policy Template
Last Updated: 29 Jan 2025
Pages: 40 | Customizable Template | v1.0
This AI Policy establishes your organization’s framework for responsible AI governance, ensuring alignment with regulatory requirements, ethical principles, and industry best practices. It provides structured guidelines for managing AI systems across their lifecycle while mitigating risks and enhancing transparency.
Table of Contents
- Purpose and Scope
- A. Purpose
- B. Scope
- AI Principles
- A. Ethical Commitment
- B. Core AI Principles
- AI Objectives and Strategy
- A. Organizational Context and AI Potential
- B. Challenges to Responsible AI Adoption
- C. Key Objectives and Strategic Alignment
- D. Flexibility and Integration into Existing Frameworks
- E. Priority Areas for AI Strategy Development
- F. Continuous Improvement and Commitment to AI Excellence
- Governance
- A. Executive Accountability
- B. Governance Bodies
- C. Operational Committee Responsibilities
- D. Steering Committee Responsibilities
- E. Individual Roles for AI Strategy Leadership
- F. Functional Oversight and Collaboration
- G. Internal and External AI Actor Accountability
- H. Communication and Feedback Channels
- I. Governance Gates for AI Lifecycle Progression
- Data Management
- A. Existing Data Management Practices
- B. Regulatory Compliance and Alignment
- C. Commitment to Data Transparency
- D. Early Data Identification and Characterization
- E. Exploratory Data Analysis
- F. Data Inventory System
- G. Data Storage and Security Standards
- H. Third-Party Data Procurement
- I. Project-Level Data Documentation
- J. Data Management for Procured Systems
- K. Data Management for Built Systems
- L. Data Management for Sold Systems
- Risk Management
- A. Existing Risk Management Practices
- B. Integration of AI Risk Management
- C. Regulatory Compliance and Alignment
- D. Definition of AI Impact
- E. Definition of AI Incident
- F. Definition of AI Risk
- G. Risk Tolerance and Innovation Balance
- H. AI Risk Management Process
- I. Impact Identification with AI Impact Assessments
- J. Risk Measurement and Likelihood Analysis
- K. Risk Prioritization
- L. Risk Treatment
- M. Residual Risk Management
- N. Impact and Risk Tracking, Inventorying, and Transparency
- O. Impact Contingency Planning and Recourse
- P. Impact Reassessment
- Project Management
- A. Existing Project Management Practices
- B. Regulatory Compliance and Alignment
- C. AI System Lifecycle Management
- D. AI System Types
- E. Human-AI Interaction and Configurations
- F. Diversity, Equity, and Inclusion (DEI) and Stakeholder Engagement
- G. Managing Adaptation and Drift
- H. System-Level Documentation
- Retrospective Learning and Integration
- Stakeholder Management and Engagement
- A. Existing Stakeholder Management Practices
- B. Engaging AI Actors
- C. Stakeholder Engagement Activities
- Workforce Management
- A. Integration with Existing Workforce Management Framework
- B. Diversity, Equity, and Inclusion (DEI)
- C. Employee Awareness and Competence
- D. Hiring for Responsible AI
- Regulatory Compliance
- A. Integration with Existing Compliance Frameworks
- B. Proactive Monitoring of Regulatory Requirements
- C. Mapping and Enabling Compliance Across the AI Lifecycle
- D. Accountability for Compliance
- E. Training for Compliance Team Members
- F. Organization-Wide Compliance Guidance
- AI Procurement
- A. Integration with Existing Procurement Frameworks
- B. Early Engagement in Use Case Scoping
- C. Documentation of External Parties
- D. Training and Risk Management Tools
- E. Cost-Risk/Benefit Analysis Repository
- F. Responsible Supplier Assessment for AI-Adjacent Products
- G. Procurement for Built Systems
- H. Procurement for Bought Systems
- I. Procurement for Sold Systems
- Documentation Management
- A. Integration with Existing Documentation Frameworks
- B. Alignment with Regulatory Standards
- C. Roles Responsible for Documentation
- D. Maintenance and Control Responsibilities
- Review and Enforcement of the AI Policy
- A. Policy Maintenance and Effectiveness Monitoring
- B. Procedures for Policy Violations
- Conclusion/Acknowledgment
- A. Development of the Policy
- B. Signatories
- C. Acknowledgment
- Appendix A: Supporting Documents and Artifacts
- Appendix B: Key References for AI Governance and Compliance
Document Summary
As AI technologies become central to business operations, organizations must implement clear policies to govern AI development, deployment, and oversight. A well-defined AI Policy ensures organizations integrate AI ethically, securely, and in compliance with global standards.
This AI Policy serves as a foundational guide to:
✔ Ensure responsible AI use across all functions.
✔ Align AI activities with legal and ethical requirements.
✔ Establish governance frameworks for AI risk management, procurement, and compliance.
✔ Protect stakeholders from AI-related risks and unintended consequences.
By implementing this AI Policy, organizations can maintain trust, enhance accountability, and drive safe, fair, and transparent AI adoption.
Key Benefits of an AI Policy
✔ Enhances AI Governance: Provides a structured approach for overseeing AI initiatives and ensuring compliance.
✔ Mitigates Risks: Identifies, assesses, and manages AI risks, including bias, security, and unintended consequences.
✔ Strengthens Compliance: Aligns AI practices with ISO, NIST, GDPR, and other global AI regulations.
✔ Fosters Ethical AI Use: Promotes fairness, transparency, and human oversight in AI systems.
✔ Builds Stakeholder Trust: Ensures AI operations align with stakeholder expectations, regulatory obligations, and corporate values.
Who Should Use This Policy?
This AI Policy is designed for:
✔ Organizations deploying AI systems that require structured governance and risk management.
✔ AI developers, data scientists, and compliance teams working to ensure responsible AI implementation.
✔ Business leaders and policymakers overseeing AI integration, procurement, and regulatory compliance.
What’s Inside?
This template includes:
✔ AI Governance Framework: Clear roles and responsibilities for AI oversight.
✔ Risk Management & Compliance: Tools for AI impact assessments, bias mitigation, and security controls.
✔ Procurement & Supplier Due Diligence: Guidelines for responsibly acquiring AI-driven solutions.
✔ Human Oversight & Accountability: Policies for human-in-the-loop AI monitoring and governance.
✔ Stakeholder Engagement: Strategies for ethical AI adoption and responsible communication.
✔ Regulatory Alignment: Compliance with ISO 42001, NIST AI RMF, EU AI Act, and global AI laws.
Take the Next Step
Equip your business with a customizable AI Policy template that ensures compliance, ethical AI use, and risk mitigation. By adopting this policy, you can safeguard your organization’s AI initiatives while unlocking new opportunities for innovation and trust.
Download now and establish your AI governance framework today.
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