Process Solutions introduced internal Artificial Intelligence (AI) Guidelines

The introduction of AI usage guidelines enables organizations to use Artificial Intelligence for purposes where it can genuinely provide revolutionary solutions within transparent and consistent frameworks. This can help prevent ethical and even legal issues, discrimination, and build trust among both employees and customers.

 

Why is there a need for regulating Artificial Intelligence usage?

The rapid development and widespread adoption of AI technology pose new challenges for businesses and organizations. The prevailing optimism in media tends to overlook practical problems and risks, often implying AI is almost a magical solution to everything. While Artificial Intelligence technologies indeed have the potential to be called the next industrial revolution, it’s crucial for businesses not to overlook responsible and ethical usage, to prevent potential dangers and ensure the proper protection of data.

 

What areas are primarily affected by the proliferation of Artificial Intelligence tools?

Publicly available AI tools, typically those capable of simulating natural language communication, such as language models – like ChatGPT, Google Bard, or Microsoft Bing–, are increasingly used in communication and information processing. These tools impact customer service, content creation, translation, and various other fields. AI usage guidelines are particularly critical in these areas, as they help people engage in responsible and effective communication with AI models, contributing to accurate, transparent, and reliable information flow.

 

Copyright concerns and data security are not negligible: public models typically “do not forget,” meaning they can use inputs for further learning and even generate responses. Therefore, it’s crucial to avoid sharing personal data or business secrets, and employees should be made aware of this. Copyright concerns mainly arise with image generator AI models, but, for example, ChatGPT typically does not provide source citations, potentially leading users to unknowingly plagiarize.

 

The situation becomes even more interesting concerning professional financial and accounting applications.

One important consideration is that public language models are currently unsuitable for answering more complex professional questions and analysing complex issues due to the lack of specialized, targeted training. The risk lies in the fact that models typically do not communicate to users that they cannot provide answers to specific questions. In other words, users may receive answers, but these may not necessarily be accurate, professional, or complete. Interpreting complex legal texts can be challenging, especially when knowledge of related legal materials is necessary for precise answers – to the extent that tax authorities in Hungary routinely issue additional interpretive positions.

 

What benefits can we expect from providing AI usage guidelines to employees?

Introducing AI usage guidelines not only promotes compliance with ethical and legal obligations but also increases employees’ awareness of AI technology. This enables them to use AI more effectively in their daily work and gain a comprehensive understanding of the technology’s numerous benefits and associated risks.

 

Like any tool, Artificial Intelligence solutions have areas where they excel and others where they may not be suitable. It is essential to draw the attention of business users to responsible use, as it can genuinely lead to significant efficiency gains, even in the short term. Language models such as ChatGPT can be effectively utilized in various business scenarios, such as:

• Initiating Problem Solving: They can provide guidance for open-ended conversations to determine the initial direction for problem-solving. This helps to identify specific areas of inquiry, which is particularly valuable when dealing with unfamiliar or new challenges.
• Summarizing Texts: These models excel at summarizing lengthy texts or articles, helping you decide whether it’s worth reading the entire content.
• Text Generation: When you can only outline the key points of what you want to express, language models can generate text in various styles, languages, and lengths based on your instructions. This generated content serves as an excellent starting point for the task at hand.
• Translation and Styling: They can assist in proofreading and restyling emails or any text, including translation to another language and adjusting the style (e.g., making it more formal or friendly). However, it’s essential to always review the final output to ensure accuracy and appropriateness.

 

It is crucial to draw attention to the fundamental requirement for successfully tapping into the opportunities within language models, which is a good and accurate instruction, or “prompt”, needed to extract the “level of detail and depth of answer” expected by the inquirer. The methodology of efficient prompt-writing goes beyond the scope of this article, so we will introduce it in a subsequent post..

 

Therefore, the introduction of AI usage guidelines can provide employees with a more realistic picture of how AI technology can be responsibly and effectively used in its current form while highlighting its dangers and risks.

 

Through proper training and guidance, errors and risks associated with the use of Artificial Intelligence systems can be reduced, potentially contributing to increased organizational efficiency and competitiveness. With AI usage guidelines, organizations can prepare for future challenges and create opportunities to harness the untapped potential of Artificial Intelligence.