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Corporate Generative AI Usage Guidelines — With Sample Entries

A draft internal AI use policy to announce alongside your training. Written as clauses, it covers what must never be entered, approved tools, checking outputs and citing sources, and how violations are handled. Versions for manufacturing, finance and hospitals swap in industry-specific classification examples and clauses, so you only need to change the company name.

FormatWord (.docx) — just swap in your company name and figures
What's insideA blank template + a worked example filled in for a fictional company
How to get itEnter your company, name, and email for an instant download plus a copy by email
CostFree

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Sample page 1

What’s in this document

Purpose, scope, and definitions
Table of permitted and prohibited inputs by information level
Approved tools and the process for approving new ones
Output verification, source attribution, and copyright
Employee pledge and department checklist
3 industry variants — manufacturing, finance & insurance, hospitals & healthcare

How to use it

Before you announce the policy, align with your data protection and legal teams on the list of information that must not be entered. This table is the heart of the guidelines.
Listing separate allowed uses for personal free accounts and company accounts reduces confusion among staff.
The industry variants are built so you only swap the Article 5 classification examples, the Article 6 prohibited items, and add-on articles such as Article 15-2. You don’t need to renumber any articles.
Don’t just list prohibitions. Include examples of what is allowed (“here’s how you can use it”), and employees will be less likely to use AI in secret.
Before you announce the policy, check the current text of each cited law once more on the National Law Information Center.
Reading the guidelines together at the start of training and collecting signed pledges gets better compliance than an announcement alone.

Sample entries — view as a table

Part of the worked example, built for a fictional company (Hanbit Precision Co., an auto parts manufacturer with 280 employees), is shown below as a table. The file contains the blank template and the full example. The amounts and figures in the example are illustrative assumptions.

What it sets

Effective date	1 Feb 2027	AI owner	Park Junho, HR Team Lead
Information Security Lead	Oh Sehoon, Assistant Manager, IT, Management Support Team	Chief Privacy Officer	Head of Management Support
Department AI Lead	1 per department, 12 people (3-tier AI champions)	Review	Quarter-end department head checklist → HR

Appendix 1. Approved Tools List

No.	Tools & accounts	Maximum permitted level	Main uses	Department	Approval date	Conditions and notes
1	Enterprise plan for conversational AI (40 seats, company-paid)	Internal or confidential: only after masking	Drafting documents, summarizing, translating, and Excel formulas	All office departments	20 Jan 2027	Confirm training opt-out settings (IT)
2	AI built into document and email tools (company business accounts)	Internal	Email drafts and meeting minutes	All office departments	20 Jan 2027	Only while logged in to a company account
3	Paid translation service (5 company-account seats)	Internal	Translating emails from overseas clients	Sales & Quality	15 Feb 2027	No translating customer drawings or spec sheets
4	Image generation tools (company design account)	Public	Images for training and promotional materials	HR and Sales	15 Feb 2027	AI-generated label when published externally
—	All personal free accounts · meeting-recording summary apps (personally installed)	Not allowed	—	—	—	Rejected: no overseas storage or admin controls

Get the In-House Generative AI Usage Guidelines

FAQ

Do we really need in-house AI guidelines?

You need this if employees are already using personal accounts. Without a rule on what must not be entered, you have no basis to stop client data or trade secrets from going into outside services.

Can we use this draft as is?

Fill in the [Company Name] placeholders, the approved tool list and the responsible department, and it is ready to announce. Where it overlaps with your company’s work rules or information security policy, adjust it to your internal standards.

Should guidelines differ by industry?

The core structure (input standards, tool approval, verification, incident response) is the same everywhere. What counts as 'information that must not be entered' differs by industry. Manufacturing centers on drawings and process conditions; finance on personal credit information, financial transaction data, and network separation; hospitals on patient medical records and medical advertising. The three variants cover only those parts.

Are the documents free?

Yes, they are free. Leave your company name, name, and email to download right away, and we will also email a copy of the same files as a single zip file. We do not collect phone numbers.

Can I adapt these as my company's own documents?

Yes. You can change the company name, figures, and approval boxes and use the documents internally as they are. Please credit the source (Nanum Consulting) only if you redistribute them externally.

Stuck while writing a document?

If you need an instructor or curriculum as you plan training with this document, let us know. We’ll send instructor names, a curriculum, and a cost breakdown within 24 hours.

View employee AI training courses →Manufacturing →Finance & Insurance →Hospitals & Healthcare →

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※ The mandatory training standards and amounts shown are general guidelines and illustrative assumptions to help you draft. They vary by industry and company size, so check the underlying laws and your company policy.

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