Artificial intelligence (AI) is already causing huge shifts in several industries, and print is no exception; we can expect a big impact in 2025 if print service providers adopt AI technologies at the rate they’ve indicated they will. That said, while AI promises major opportunities to increase efficiency and work smarter, it also comes with risks. This is why I recommend every organization implement an AI policy. 
 

What is an AI policy?

An AI policy is an internal document designed to provide guidelines — and guardrails — to employees about your organization’s use of artificial intelligence. It can be used to communicate your stance on AI, your expectations regarding how company and customer data should be handled within AI tools, and any responsibilities employees have when using AI tools at the organization. Some companies choose to post their AI policies publicly, as well, in which case the policy can be seen as an external communication meant to inform customers about the company’s use of AI. 
 

Who needs an AI policy?

In my opinion, every company needs an AI policy. Whether your organization has completely embraced AI or has decided not to use AI tools at all, your position needs to be clearly communicated to your teams. Like it or not, employees are probably already experimenting with various AI tools, and documentation can provide them with much-needed guidance around what they should and shouldn’t be doing with those tools. Furthermore, your customers may begin asking to see your AI policy — if they haven’t already. 

Why is having an AI policy especially important for print service providers?

One of the most important functions of an AI policy is how it dictates an organization’s blueprint for managing the data privacy and security implications of artificial intelligence, as well as mitigating risk to the company and customers. 
If your organization processes customer data, as most print services providers do, it is critical that you set clear expectations for all employees around how that data can and cannot touch AI tools. If you process sensitive data such as personally identifiable information (PII) or protected health data (PHI), it is even more important that you carefully consider the ways in which your organization will or will not use AI tools and develop a policy.  

Every organization’s policy is going to look a little different. What you put in your AI policy will depend on your company’s culture, appetite for risk, and overall techiness, among other factors. You’ll want to think about not only acceptable use cases but also acceptable tools and features, because many of the tools your teams are already using have likely rolled out some AI features. You’ll want to think about transparency, disclosure, and compliance. Finally, you’ll want to plan for enforcement of your policy as well as evolution of the policy as the AI landscape changes. 

Join me and get started on your AI policy now

Register now for the February 27th thINK Academy workshop Crafting an AI Policy For Your Print Organization. In this interactive workshop, we will examine factors to consider when crafting an internal AI policy for your organization, including compliance, the appropriate use of data, security, employee impact, training, and more. Together, we’ll draft guidelines that can be used to lead your team through the ever-changing landscape of AI, and the next steps to take to fully leverage AI.

As Managing Director of Client Services at Trekk, Emilee Christianson works with clients to develop strategic marketing plans and craft measurable programs that span print, web, social, mobile, augmented reality, and artificial intelligence. She leverages her expansive knowledge of marketing tactics to lead creative and technical teams and create communications programs that help B2B marketers meet their business objectives.