AI Governance Framework Template
A customizable policy template for establishing clear, consistent AI usage guidelines across your organization. Covers data classification, approved tools, and governance procedures.
Overview
This governance framework template provides a comprehensive structure for establishing AI usage policies within your organization. It's designed to be customized to your specific context, industry requirements, and risk tolerance.
Why governance matters: As AI tools become embedded in daily work, organizations need clear guidelines that encourage innovation while ensuring responsible, secure, and ethical use. Without governance, you risk data exposure, inconsistent practices, and regulatory issues.
Who Should Use This Template
This framework is designed for:
- IT and Security Leaders establishing AI tool policies
- Legal and Compliance Teams ensuring regulatory alignment
- Executive Sponsors overseeing AI adoption initiatives
- HR Leaders implementing training and enforcement
What's Included in the Template
1. Purpose and Scope
Clear statements defining why the policy exists and who it applies to. Covers employees, contractors, consultants, and any individuals accessing organization systems.
2. General Use Principles
- Context Management: Balancing quality AI outputs with data protection
- Human-in-the-Loop: Ensuring AI complements rather than replaces human judgment
- User Responsibility: Establishing accountability for AI-generated outputs
3. Approved Tools Section
A templated structure for documenting:
- Approved AI tools with license types
- Data protection features of each tool
- Prohibition of consumer-grade alternatives
4. Critical Do's and Don'ts
Non-negotiable rules including:
Always:
- Review data sensitivity before use
- Anonymize data when required
- Practice data minimization
- Document usage for audit purposes
- Verify outputs for accuracy
Never:
- Enter payment card data
- Enter government IDs (SSNs, etc.)
- Enter privileged legal information
- Enter credentials or API keys
5. Data Classification Matrix
A four-tier framework for classifying data:
| Classification | Definition | Examples | Permitted Tools |
|---|---|---|---|
| Public | Approved for public disclosure | Marketing materials, published research | All approved tools |
| Internal | Limited harm if disclosed | Meeting agendas, training materials | All approved tools |
| Confidential | Significant harm if disclosed | Customer PII, strategic plans | Restricted tools + anonymization |
| Restricted | Severe harm; regulatory risk | Payment data, legal privileged info | NONE without formal review |
6. New Tool Request Process
Workflow for evaluating and approving new AI tools:
- Submission via IT Service Desk
- Security review (SOC2, data retention)
- Governance Committee approval
- Configuration (SSO, data isolation)
7. Governance Committee Structure
Template for establishing oversight:
- Committee composition recommendations
- Meeting cadence (quarterly during pilot, bi-annual at scale)
- Decision-making authority
8. Incident Reporting
Procedures for handling policy violations:
- Report to security contact
- Contain the exposure
- Investigate the scope
- Notify stakeholders if breach confirmed
9. Enforcement and Review
- Compliance requirements
- Disciplinary action framework
- Policy review cadence
How to Customize This Template
The template uses placeholder variables (marked with double curly braces) that you'll replace with your organization's specific information:
- Organization name and branding
- Approved tool list with your specific licenses
- Industry-specific data types (e.g., PHI for healthcare, PCI for financial)
- Committee members and contact information
- Review timelines aligned with your governance calendar
Implementation Timeline
Week 1-2: Assessment
- Audit current AI tool usage (anonymous survey recommended)
- Identify stakeholders for Governance Committee
- Review industry-specific compliance requirements
Week 3-4: Customization
- Complete template with organization specifics
- Legal review of policy language
- Security review of tool configurations
Week 5-6: Approval and Communication
- Executive sign-off
- All-hands communication
- Training session scheduling
Week 7+: Rollout
- Policy effective date
- Begin monitoring and enforcement
- Schedule first quarterly review
Common Customization Questions
Q: How do we handle existing tools that aren't on the approved list?
A: Establish a grace period (typically 30-60 days) for teams to migrate to approved tools. Document any exceptions and require formal risk acceptance.
Q: What if we use multiple AI platforms?
A: The template supports multiple tools. Specify which data classifications each tool is approved for in Section 7.
Q: How strict should enforcement be initially?
A: We recommend a "coaching first" approach during the first 90 days, with escalating consequences after the initial rollout period.
Related Resources
Get Help
Need assistance customizing this framework for your organization? Schedule a consultation with our team.