AI tools save a lot of time when writing, summarizing and researching. A few simple rules keep company and customer data protected.
Basic rules
Only use approved tools with your company account. Your organization decides which ones. Microsoft 365 Copilot with company sign-in protects company data, indicated by the shield icon or the enterprise data protection notice.
No confidential data in private or free accounts. This includes customer data, personal data, passwords, contracts, financial figures and internal documents.
Always check results. AI can make convincing-sounding mistakes. Verify facts, figures, quotes and legal statements yourself.
Responsibility stays with people. Whoever sends or publishes something is responsible for it.
Don't connect apps or connectors without approval. Only set up AI tools with access to your mailbox, OneDrive or SharePoint after checking with it-tects.
Good use cases
Drafts for emails, texts and presentations.
Summarizing long documents, meetings or email threads.
Brainstorming, rephrasing or translating texts.
Explaining or creating formulas in Excel.
Tips for good results
Say clearly what you need: goal, audience, length, tone. Example: “Summarize this document in 5 bullet points for management.”
Ask follow-up questions and refine rather than starting over.
In Copilot, reference files (e.g. select a file with “/”) instead of copying content.
If in doubt: Check with support before using a new AI tool. it-tects reviews data protection and licensing.