AI Governance
An AI assistant built into your office suite works with the files a person can already open. That is the point of it, and it is also the risk: if every shared drive is open to everyone, the assistant can surface a client file to someone who was never meant to see it. The rules that matter are mostly sharing rules you already have, written down and tidied before the assistant is switched on.
Tidy sharing first
Look for files and folders shared with "anyone with the link" or with the whole organization. Move client folders into shared drives with named members. Remove former staff and contractors. Our free sharing checklist walks through this in your own account, step by step.
Business accounts only
Staff should do firm work in their business Google account, not a personal Gmail account with its own AI settings. If people use personal accounts today, moving everyone to business accounts on your own domain is the first fix.
Write the rules down
Add the office-suite assistant to your AI tool register with its owner, the data it may use, and the review rule for anything it drafts. Put the same three lines in your usage policy so staff see one set of rules for every AI tool.
Check the vendor's current settings
Admin controls for AI features change often. Check Google's current admin help pages for the controls available on your plan, and note the date you checked. This guide describes the order of work, not the exact menus.
Put this to work today
- List your AI tools, free →
Five questions, about 10 minutes, no account. See where to start and your next three steps.
- AI Use Register Kit ($49) →
List every AI tool your team uses, decide what data can go into each one, and turn those decisions into a short usage policy your staff sign.