Artificial Intelligence (AI) Acceptable Use Policy

Purpose:

To provide guidance on the use of AI software. It outlines the boundaries, recommendations,boundaries and best practicesrecommendations for using AI, including defining the purpose of AI, establishing boundaries, and adhering to applicable laws, and outlining best practiceslaws

Objectives:Prerequisite:

• ProvideMicrosoft clearCopilot referenceis tothe serviceAI ownership,software accountability,that roles,should and/orbe responsibilitiesused
• PresentIf aany clear,other conciseAI software is used, it must be approved and measurablemonitored descriptionby of service provisions to employees
• Match perceptions of expected service provision with actual service support and deliveryIT

CommitmentWho's Responsible:

• TheThis ITpolicy departmentapplies willto supplyall proactiveemployees, contractors, vendors, and reactiveother technologystakeholders supportwho servicesuse onAI systems
• It applies to both internal and offexternal businessAI hours
applications,
• Thewhether ITdeveloped departmentin-house isor committedsourced tofrom helpingthird employees achieve their objectives using appropriate technologies. To achieve this IT has adopted a partnering approach with employees. This is based on:
  • An open and constructive communication style
  • A commitment to, and promotion of, customer service ethics
  • A proactive and shared approach to problem solving
  • Ensuring each employee understands their roles and responsibilities in relation to this agreement
  parties
  

ITData ResponseHandling Timeand Use:

• AllUsers requestsmust arenot assignedinput aconfidential, priorityproprietary, ratingor whichsensitive company data into AI tools unless explicitly authorized by IT and HR
• It is determinedthe byresponsibility of the ITemployee teamto basedverify onthe validity and credibility of the information receivedproduced fromby AI
• AI generated outputs must be reviewed before public or business use to prevent the requestor and knowledgespread of themisinformation
other
• AI tools should not be used to infer private or personally identifiable information without consent
• Employees may not utilize an AI personal account for work atrelated hand.tasks
All
• Users requestsmust submittedrespect defaultall legal rules about Copyrighted material 
• Employees must report all suspicious output or interactions with any AI based tool immediately to medium.IT. IfIn otherparticular, thananything that,that themay requestorput shouldJ. indicateRanck intechnology thehardware, requestsoftware, whenand/or makingnetworks it.at risk for a cybersecurity event

Management

hastheresponsibilityand

Rating	Response	Completion	Definition of Work Request
High	1 hour	4 hours	Immediate risk; Work shutdown; Immediate impactauthority to worktake processthe beingappropriate donesteps,
Medium	2 hours	8 hours	Impending risk; Have workarounds; Delay in work process being done
Low	4 hours	2 days	No discernible impactup to work process within specific timeframe
Project	4 hours	As agreed to by stakeholders	Project related tasks as discussed by stakeholders; Reports (unless indicated that need is immediate)

• Major upgrades will be treated as projects outside the scope of this service level agreement

Customer Expectations

• The IT team will try to resolve tickets as quickly and efficientlyincluding as possible
• If the IT team needs more information, they will reach out to the requestor, if no response is given within 7 business days, the IT team will seetermination, if the requestoremployee is out of office. If not, they will put notes in the ticket with efforts madefails to resolve the ticket and then will close the ticket dueadhere to nothese response
rules.
• If

   a ticket is waiting for resolution, the IT team will do follow ups every 2-3 days to keep communication on the status of the ticket

Support Hours

• IT business hours are 7:00 AM - 3:30 PM, Monday - Friday
• Off business hours - call (989) 775-1010 and leave a message or send an email to support@jranck.com

Acceptable Methods to Request IT Services

• Email support@jranck.com
• Phone (989) 775-1010 external or 2120 extension internal
• Stop by IT department