Why every organisation needs an AI policy in 2025.
Posted on April 14, 2025 by Louise Howland
Artificial intelligence is no longer a concept reserved for the future. From Microsoft Copilot to everyday customer service chatbots, AI is now a routine part of workplace operations. However, as these tools become more embedded in organisational processes, so too does the responsibility to ensure their use is safe, ethical, and legally compliant. This is precisely where a clear, well-structured AI policy becomes essential.
At ramsac, we believe that as organisations continue to integrate AI into their operations, the need for a comprehensive, companywide usage policy has shifted from a best practice to a critical requirement.
What is an AI policy and why does it matter?
An AI policy is a formal document that defines how artificial intelligence should be applied within your organisation. It establishes clear boundaries, assigns responsibilities, and ensures that AI use remains aligned with legal obligations and ethical expectations. Without structured guidance, AI technologies risk undermining data privacy, introducing bias, or eroding stakeholder trust. A robust policy not only mitigates these risks but also gives employees the confidence to innovate with AI in a secure and responsible manner.
Building a practical AI policy
Developing a practical and effective AI policy need not be complex. However, it must be comprehensive and tailored to the specific context of your organisation. The following key areas should be addressed as part of any successful AI governance framework:
- Purpose and scope
The policy should clearly explain why it exists, typically to support responsible, secure, and compliant use of AI, and specify who it applies to. This usually includes all employees, contractors, and relevant third parties.
- Core principles
An effective AI policy should be rooted in the organisation’s values. It should include clear commitments to ethical use of AI, strong data privacy and security standards, transparency in how AI decisions are made, and the essential role of human oversight. Responsibilities for managing and using AI should be explicitly assigned.
- Approved tools and applications
Only AI tools that have been formally approved by the organisation should be used. In Microsoft environments, for example, ensure that tools such as Copilot are accessed securely through Microsoft 365 credentials. AI can assist with tasks like idea generation and data analysis, but it should never replace human judgement entirely. The policy should also include a list of tools and applications that are explicitly not permitted. This might include publicly available AI platforms that lack appropriate data protection safeguards, services that cannot be accessed securely or tools that do not meet your organisation’s compliance requirements. Providing clarity on what is off-limits helps reduce risk and supports responsible use across the organisation.
- Managing data responsibly
Data used in AI processes must be collected lawfully and handled with care. Collection should be limited to what is necessary, retention periods should follow organisational policies, and data should be anonymised where appropriate to protect individual privacy.
- Monitoring and compliance
The policy should include a clear framework for ongoing monitoring. This may involve regular audits and defined processes for reporting any misuse of AI or outputs that raise ethical, legal, or operational concerns.
- Training and awareness
Training should go beyond how to use AI tools, focusing also on when and why they should be used. Creating a workplace culture where people feel comfortable asking questions or raising concerns is vital for safe and thoughtful AI adoption.
Why your business needs an AI policy, now.
As AI technologies become increasingly integrated into core business functions, regulatory landscapes are evolving just as rapidly. Establishing a policy now positions your organisation to lead with foresight rather than respond reactively to emerging risks. Whether operating in finance, professional services, or the not-for-profit sector, a well-defined AI policy provides a structured framework for innovation, one that safeguards your clients, your data, and your reputation.
How ramsac can help
At ramsac, we guide organisations to embrace AI securely and strategically. We can help you write or review your AI policy, deliver training for your team, and ensure your Microsoft AI tools like Copilot are used safely and effectively. Our secure+ service also provides added support with compliance and cyber protection.
AI can enhance the way you work, but only when used responsibly. A strong, well communicated AI policy lays the foundation for secure, ethical, and innovative AI use.
👉 To ensure your organisation is prepared for the future of work, contact ramsac today. We can support you in developing or reviewing your AI policy, delivering tailored training, and implementing secure AI tools that align with your operational goals and compliance needs.
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