Employee AI Quick Reference Card

One-page visual cheat sheet for all employees. Color-coded DO's and DON'Ts, 5 Golden Rules of AI use, pre-use checklist, data classification guide (what's OK to input), approved tools list, and incident reporting contacts. Designed for printing or desktop reference

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Key Insights

Comprehensive AI policies are essential—but employees need something they can reference quickly. What tools can I use? What data can I put into AI? What should I verify before using AI output? A one-page quick reference card answers these questions at a glance.

This quick reference card distills AI acceptable use into a format employees can keep at their desk or bookmark digitally. It covers approved uses, prohibited activities, data classification, the 5 golden rules, and where to get help—customizable for your organization's specific tools and policies.

Overview

Your AI acceptable use policy is probably several pages long. Your employees need to make AI decisions every day. The gap between comprehensive policy and practical guidance is where mistakes happen. This quick reference card bridges that gap—giving employees a one-page reference for everyday AI use.

It's designed to complement your full policy, not replace it. When employees need detailed guidance, they go to the policy. When they need quick answers about what's allowed, they check the reference card.

What's Inside

Do's - Approved AI Uses:

Drafting and editing documents, emails, presentations
Research and summarization of public information
Brainstorming and idea generation
Code assistance and debugging
Learning and skill development
Using approved company AI tools

Don'ts - Prohibited Uses:

Entering customer PII or sensitive data
Sharing confidential business information
Making final decisions without human review
Using unapproved AI tools for work
Uploading proprietary code or documents
Trusting AI output without verification

Before Using AI Checklist:

Is this tool on the approved list?
Am I entering any sensitive data?
Will I review the output before using it?
Do I need to disclose AI was used?
Would I be comfortable if my manager saw this?

Data Classification Guide:

PUBLIC: OK in any AI tool
INTERNAL: Approved tools only
CONFIDENTIAL/PII: Never in AI tools

The 5 Golden Rules:

YOU are responsible for AI outputs
Verify before you trust
Protect sensitive information
Disclose AI use when required
When in doubt, ask!

Customizable Sections:

Approved AI tools list
Incident reporting contacts
Links to full policy and training

Who This Is For

AI Governance Teams rolling out employee awareness programs
HR/Training distributing AI guidance
Managers ensuring team AI compliance
Employees needing quick reference for AI use
Compliance Officers supporting policy adoption

Why This Resource

Employees don't read long policies. They do glance at reference cards. This format meets employees where they are—providing essential guidance in a format they'll actually use.

The customizable design lets you insert your organization's specific approved tools, contact information, and policy links.

FAQ

Q: How should we distribute this?

A: Options include: printed cards for desks, digital bookmarks, intranet posting, inclusion in AI training materials, email distribution with policy updates. The single-page format works for all these channels.

Q: Does this replace our AI acceptable use policy?

A: No. The reference card complements your full policy by making key points accessible. Employees should still have access to (and training on) the complete policy for detailed guidance.

Q: How do we customize it for our organization?

A: The template includes placeholders for your company name, approved tools list, reporting contacts, and policy links. Your AI governance or HR team can customize and brand it for distribution.