Policy Templates & Guides

Ready-to-use templates, implementation guides, and checklists to accelerate your AI governance program.

Policy Templates

Core Policies

AI Acceptable Use Policy

Define acceptable and unacceptable uses of AI tools across your organization

Essential
⏱ 1-2 weeks📄 8 sections

Included Sections:

Purpose and scope
Approved AI tools and services
Prohibited use cases
Data handling requirements
Security and privacy standards
Approval workflows
Monitoring and enforcement
Exceptions and escalation

AI Data Privacy Policy

Establish controls for handling personal and sensitive data in AI systems

Essential
⏱ 2-3 weeks📄 8 sections

Included Sections:

Data classification framework
Privacy-by-design principles
Consent and notice requirements
Data minimization practices
Third-party data sharing controls
Data retention and deletion
Privacy impact assessments
Incident response procedures

AI Risk Management Policy

Framework for identifying, assessing, and mitigating AI-related risks

Essential
⏱ 2-4 weeks📄 8 sections

Included Sections:

Risk taxonomy and categories
Risk assessment methodology
Risk appetite and tolerance
Roles and responsibilities
Risk mitigation strategies
Monitoring and reporting
Escalation procedures
Regular review cycles

Operational Guidelines

AI Vendor Assessment Framework

Standardized criteria for evaluating and onboarding AI vendors

Important
⏱ 1-2 weeks📄 8 sections

Included Sections:

Vendor screening criteria
Security and compliance requirements
Data handling practices review
Model transparency assessment
Performance benchmarks
Contract terms checklist
Ongoing monitoring requirements
Exit strategy planning

Prompt Engineering Guidelines

Best practices for creating, testing, and managing AI prompts

Important
⏱ 1 week📄 8 sections

Included Sections:

Prompt design principles
Testing and validation procedures
Version control practices
Security considerations
Prompt library structure
Documentation standards
Review and approval process
Performance monitoring

AI Model Documentation Standard

Template for comprehensive AI model documentation and model cards

Important
⏱ 1-2 weeks📄 8 sections

Included Sections:

Model overview and purpose
Training data description
Model architecture and parameters
Performance metrics
Limitations and risks
Ethical considerations
Monitoring and maintenance
Versioning and updates

AI Incident Response Plan

Procedures for responding to AI-related security or safety incidents

Essential
⏱ 2-3 weeks📄 8 sections

Included Sections:

Incident classification
Response team structure
Notification procedures
Containment strategies
Investigation protocols
Remediation steps
Communication plan
Post-incident review

Governance & Compliance

AI Ethics Guidelines

Framework for ethical AI development and deployment

Important
⏱ 2-3 weeks📄 8 sections

Included Sections:

Ethical principles and values
Fairness and bias prevention
Transparency requirements
Accountability mechanisms
Human oversight requirements
Impact assessment process
Stakeholder engagement
Ethics review board charter

AI Governance Framework

Comprehensive structure for AI governance including roles, processes, and committees

Complex
⏱ 4-6 weeks📄 8 sections

Included Sections:

Governance structure
Roles and responsibilities
Decision-making authority
Policy hierarchy
Committee charters
Meeting cadences
Reporting and escalation
Performance metrics

AI Compliance Checklist

Multi-framework compliance requirements mapped to controls

Complex
⏱ 3-4 weeks📄 8 sections

Included Sections:

Regulatory requirements matrix
Control objectives
Implementation guidance
Evidence requirements
Testing procedures
Compliance reporting
Gap remediation plan
Audit preparation

Training & Enablement

AI Training Curriculum

Role-based training programs for AI literacy and skills

Important
⏱ 2-4 weeks📄 8 sections

Included Sections:

Training needs assessment
Learning objectives by role
Course modules and content
Hands-on exercises
Assessment criteria
Certification program
Ongoing education plan
Effectiveness measurement

AI Tool Selection Guide

Framework for evaluating and selecting AI tools for specific use cases

Helpful
⏱ 1 week📄 8 sections

Included Sections:

Requirements gathering
Use case definition
Evaluation criteria
Tool comparison matrix
Cost-benefit analysis
Security assessment
Integration considerations
Decision documentation

Implementation Guides

Quick Start: First 30 Days of AI Governance

Essential actions to establish baseline governance in your first month

1Conduct AI tool discovery across organization
2Draft and communicate AI Acceptable Use Policy
3Establish AI governance committee
4Implement basic monitoring and reporting
5Create vendor assessment process
6Launch AI awareness training

Building Your AI Risk Register

Step-by-step guide to identifying and documenting AI risks

1Inventory all AI systems and use cases
2Categorize risks by type (security, privacy, bias, etc.)
3Assess likelihood and impact
4Document existing controls
5Identify control gaps
6Prioritize remediation efforts
7Establish monitoring cadence

Shadow AI Discovery Workshop

Facilitation guide for uncovering undocumented AI usage

1Prepare stakeholder communication
2Design department-specific questionnaires
3Conduct discovery interviews
4Analyze expense reports and SaaS spend
5Review browser extensions and tools
6Consolidate findings into inventory
7Develop migration or formalization plan

Quick Reference Checklists

AI Vendor Onboarding Checklist

AI Model Deployment Readiness

Template Customization Guide

Before You Start:

  • Review your organization’s existing policies to ensure alignment
  • Identify stakeholders who need to review and approve
  • Understand your regulatory requirements (GDPR, CCPA, industry-specific)
  • Assess your current maturity level to set realistic scope

Customization Tips:

  • Start with Essential templates before moving to Complex ones
  • Replace [brackets] with organization-specific information
  • Adjust scope based on your company size and AI maturity
  • Add industry-specific requirements and use cases
  • Update contact information, escalation paths, and tool names
  • Align terminology with your organization’s existing vocabulary

Implementation Best Practices:

  • Pilot new policies with a small team before company-wide rollout
  • Provide training and examples alongside policy documentation
  • Establish clear ownership and accountability for each policy
  • Schedule regular reviews (quarterly or semi-annually)
  • Collect feedback and iterate based on practical experience
  • Maintain version control and document change rationale

Need Help Implementing These Templates?

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