AI Acceptable Use Template: Employee Usage

Repacket Staff

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5 min read

Large Language Model (LLM) Employee Usage Policy

Policy Owner: [Role/Department]
Last Updated: [Date]
Version: [X.X]

1. Purpose and Scope

1.1 Purpose
This policy establishes requirements and guidelines for employee use of Large Language Models (LLMs) at [Organization Name]. It defines acceptable use parameters, security requirements, and compliance obligations for all LLM interactions.

1.2 Scope
This policy applies to:
a) All employees, contractors, and temporary workers
b) All LLM interactions during work activities
c) Use of both approved and public LLM services
d) All company-related data processing

2. Authorized LLM Access

2.1 Approved Services
Employees shall only use the following authorized LLM services:
a) [Enterprise Service 1] for [specific use cases]
b) [Enterprise Service 2] for [specific use cases]
c) [Department-specific Service] for [specific use cases]

2.2 Access Requirements
All employees must:
a) Complete required training before access
b) Use company SSO credentials
c) Enable multi-factor authentication
d) Access through Repacket’s secure proxy
e) Maintain secure connection protocols

2.3 Access Levels
Access privileges are assigned as follows:
a) Level 1: Basic interaction capabilities
b) Level 2: Advanced features access
c) Level 3: Administrative functions
d) Level 4: System configuration

3. Acceptable Use Guidelines

3.1 Permitted Activities
Employees may use LLMs for:
a) Work-related research and analysis
b) Content creation and editing
c) Code development assistance
d) Process documentation
e) Approved customer communications

3.2 Prohibited Activities
The following are strictly prohibited:
a) Sharing any sensitive company information
b) Submitting customer or employee data
c) Bypassing security controls
d) Using unauthorized LLM services
e) Sharing access credentials

3.3 Work Product Guidelines
When using LLMs for work:
a) Verify output accuracy
b) Document LLM assistance
c) Maintain quality standards
d) Follow department procedures
e) Respect intellectual property

4. Security Requirements

4.1 Authentication
Employees must:
a) Use assigned credentials only
b) Maintain password security
c) Enable all security features
d) Report suspicious activity
e) Lock access when unattended

4.2 Data Protection
Users shall:
a) Screen all data through Repacket
b) Follow classification guidelines
c) Apply required masking
d) Monitor for data leaks
e) Report security concerns

5. Compliance Requirements

5.1 Monitoring
All LLM usage is subject to:
a) Real-time monitoring via Repacket
b) Content scanning and filtering
c) Usage pattern analysis
d) Security compliance checks
e) Performance monitoring

5.2 Documentation
Employees must maintain:
a) Usage logs
b) Data processing records
c) Security incident reports
d) Training completion records
e) Compliance acknowledgments

6. Training Requirements

6.1 Initial Training
Before LLM access, complete:
a) Security awareness training
b) Data handling procedures
c) Acceptable use guidelines
d) Compliance requirements
e) Tool-specific training

6.2 Ongoing Education
Employees shall complete:
a) Quarterly refresher courses
b) Security updates
c) Policy change training
d) Incident response drills
e) Compliance updates

7. Performance Standards

7.1 Quality Requirements
Employees must:
a) Validate LLM outputs
b) Maintain work standards
c) Follow review procedures
d) Document verification steps
e) Report quality issues

7.2 Efficiency Guidelines
Users shall:
a) Follow best practices
b) Optimize LLM usage
c) Minimize redundancy
d) Track productivity
e) Report inefficiencies

8. Incident Reporting

8.1 Reporting Requirements
Employees must report:
a) Security incidents
b) Policy violations
c) Suspicious activity
d) System issues
e) Performance concerns

8.2 Response Procedures
For all incidents:
a) Immediate notification to [contact]
b) Incident documentation
c) Cooperation with investigation
d) Corrective action compliance
e) Follow-up reporting

9. Privacy Protection

9.1 Personal Data
Employees shall:
a) Protect personal information
b) Prevent unauthorized disclosure
c) Follow privacy guidelines
d) Report privacy concerns
e) Maintain confidentiality

9.2 Workplace Privacy
The organization will:
a) Protect employee privacy
b) Secure usage data
c) Limit monitoring scope
d) Maintain confidentiality
e) Follow privacy laws

10. Performance Management

10.1 Evaluation Criteria
LLM usage evaluation includes:
a) Policy compliance
b) Security adherence
c) Quality standards
d) Efficiency metrics
e) Training completion

10.2 Improvement Process
Performance management includes:
a) Regular feedback
b) Improvement planning
c) Progress monitoring
d) Support resources
e) Success recognition

11. Policy Enforcement

11.1 Violation Categories
Violations are classified as:
a) Minor: Policy deviation
b) Moderate: Security risk
c) Serious: Data exposure
d) Critical: Willful violation

11.2 Consequences
Policy violations result in:
a) First occurrence: Warning
b) Second occurrence: [consequence]
c) Third occurrence: [consequence]
d) Critical violation: [consequence]