AI Usage Policy Template by Lattice

Summary

Lattice's AI Usage Policy Template provides organizations with a ready-to-customize framework for establishing comprehensive AI governance. Rather than starting from scratch, this template offers structured sections covering everything from governance committees and ethical principles to hands-on guidelines for data handling and sensitive information management. The template emphasizes practical implementation while ensuring coverage of key compliance areas like fairness, transparency, and responsible AI use across different organizational contexts.

What makes this template different

This isn't just another generic policy document. Lattice's template stands out by balancing comprehensive governance with practical usability. It includes pre-written governance structures that organizations can adapt rather than design from the ground up, while providing specific guidance on sensitive data handling—a critical area many templates gloss over. The template also incorporates ethical guidelines that go beyond compliance checkboxes, offering actionable principles for fairness and transparency that teams can actually implement in their day-to-day AI work.

Who this resource is for

• HR leaders and Chief People Officers implementing AI tools in people management and looking to establish clear usage boundaries
• Legal and compliance teams tasked with creating AI governance frameworks that satisfy regulatory requirements
• IT and security professionals needing structured policies for AI data handling and information security
• Small to mid-size organizations without dedicated AI governance teams who need a comprehensive starting point
• Consultants and advisors helping multiple clients establish AI policies across different industries

Getting your policy implementation-ready

The template's strength lies in its customizability, but that means you'll need to tailor it thoughtfully. Start by identifying which AI tools your organization currently uses or plans to implement—this will help you prioritize which sections need the most detailed customization. Pay special attention to the data handling sections, as these will likely require input from your security and legal teams to align with your existing data governance policies.

The governance structure section provides multiple committee models, so choose the one that matches your organization's size and complexity. Don't try to implement everything at once; consider rolling out the policy in phases, starting with the most critical AI use cases in your organization.

Watch out for

While comprehensive, this template requires significant customization to be truly effective. The ethical guidelines section, while thorough, uses fairly general language that you'll need to make specific to your industry and risk tolerance. Organizations in highly regulated sectors like healthcare or financial services will need to add industry-specific requirements that aren't covered in the base template.

Also be aware that the template assumes a certain level of AI maturity in your organization. If you're just beginning to explore AI tools, some sections may feel premature—focus on the foundational governance and basic usage guidelines first before implementing the more advanced monitoring and compliance frameworks.

FAQs

Can this template satisfy regulatory requirements like the EU AI Act? The template provides a solid foundation for compliance but isn't designed to address specific regulatory requirements. You'll need to supplement it with jurisdiction-specific provisions and legal review to ensure regulatory compliance.

How often should we update our AI policy based on this template? Lattice recommends treating this as a living document. Plan for quarterly reviews initially, then shift to semi-annual updates once your policy is mature and stable.

Does the template include employee training components? The template focuses on policy structure and guidelines rather than training materials. You'll need to develop separate training programs based on the policies you establish.