Approved AI Tool Register
Tags: Frameworks
TL;DR
- Maintain a current list of permitted AI tools/features, their approved use cases, prohibited data, security settings, training/retention terms, and ownership conditions.
- Prevents “shadow AI” and speeds compliant adoption under deadline pressure.
Why it matters for HK marketers: A clear register lets teams move fast with confidence while keeping ultimate advertiser accountability.
What the Register Should Include
- Tool/platform/feature and version; approved and prohibited use cases; required human review points.
- Security and privacy settings (e.g., training disabled, logging, access control); data types allowed; integrations permitted.
- Ownership/IP conditions for outputs; retention/deletion parameters; vendor contacts; internal accountable owner.
Process and Controls
- Link to procurement/vendor due‑diligence responses and contract terms (training, scraping, grounding, style imitation, reuse, attribution, indemnity).
- Update on material model or terms‑of‑service changes; suspend tools on incident until reviewed.
- Route moderate/high‑impact proposals for focused review (Procurement, Security, Legal, Creative) and pilot in sandbox with enhanced monitoring before scale.
Escalation Triggers
- Unapproved tools/features; undisclosed vendor feature changes; inability to retrieve/delete data; repeated output failures; autonomous actions outside limits.
So what for marketers
Publish the register internally and make its consultation a required step in briefs and SOWs; refuse uploads of company/customer data to public tools outside the register.
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