Capability 02
Use AI without
creating new risk.
Your employees are almost certainly using AI already. The question is whether that is happening with approved tools, sensible rules, and protection for your business information.
Why this matters
The risk usually isn't the technology. It's the absence of a decision.
In most organizations, AI adoption started without anyone approving it. Personal accounts, free tiers, browser extensions, and copy-pasted client information are the norm rather than the exception. None of that is malicious — people are trying to get work done.
The practical fix is rarely a restrictive program. It is a small set of clear decisions: which tools are approved, how they are configured and licensed, what information may and may not go into them, who has access, and what happens when someone needs something new.
For organizations working with proprietary data, regulated information, or AI agents that act on business systems, the work goes considerably further — into architecture, application controls, vendor assessment, monitoring, and testing. We scale to that when the situation requires it.
Not every client needs an enterprise governance program. Many need approved tools, a readable policy, secure configuration, and a straightforward way to request something new.
What it can include
Policy, protection,
and appropriate controls.
Drawn from the same security discipline VIP IT has applied to business technology for over a decade.
Policy and approved use
- AI acceptable-use policy written to be read, not filed
- Approved AI applications and licensing guidance
- Rules for what information may be used with which tools
- A clear process for requesting new tools
Shadow AI and visibility
- Shadow AI discovery across accounts and browsers
- Consolidation onto approved, secured accounts
- Review of AI features already active in existing SaaS tools
- Ongoing visibility as new tools appear
Data, identity, and access
- Data security review for AI-accessible information
- Identity and access controls, including single sign-on
- Privacy considerations and data-retention settings
- Separation of client, employee, and proprietary data
Vendor, regulatory, and architecture
- AI vendor assessments and contract considerations
- Regulatory and industry requirements relevant to your sector
- Secure AI architecture for agents and internal assistants
- Application security review and testing for deployed solutions
How deep does this go?
Governance sized to your actual risk.
The right amount of governance is the amount your risk profile and AI usage genuinely warrant — no more.
Level 01
01Foundational
Approved tools, secure configuration, an acceptable-use policy, and basic guidance on what information can be used with AI.
Level 02
02Managed
Shadow AI discovery, identity and access controls, data protection review, vendor assessment, and periodic policy updates.
Level 03
03Regulated or agent-enabled
Formal governance, security architecture, application controls, monitoring, testing, and ongoing advisory for AI acting on proprietary or regulated data.
What you walk away with
Deliverables, not deliverables theatre.
- An acceptable-use policy your employees can actually follow
- A defined set of approved, securely configured AI tools
- Visibility into AI already in use across the organization
- Protection for client, employee, and proprietary information
- Vendor and regulatory considerations documented
- A governance posture proportional to your risk, not a template
Common questions
What clients ask about this
What is AI governance?
AI governance is the set of policies, approved tools, and controls that determine how an organization uses AI safely. In practice it covers an acceptable-use policy, a list of sanctioned tools, rules about what data may be entered into them, vendor review, and any regulatory considerations that apply to the industry. Effective governance is proportionate to actual risk rather than exhaustive.
What is shadow AI and why does it matter?
Shadow AI is the use of AI tools by employees without organizational approval or oversight. It matters because company data, including client information, is often entered into consumer tools with unclear retention terms. Shadow AI discovery finds what is already in use so the organization can approve safe options and redirect risky ones, which is usually more effective than a blanket prohibition.
Can we use AI while staying compliant with HIPAA or financial regulations?
In many cases yes, provided tool selection, data handling, and vendor terms are addressed deliberately. Regulated organizations generally need to restrict which tools may touch protected information, document how that data flows, and confirm vendor commitments in writing. The practical result is a narrower set of approved tools rather than no AI at all.
Related reading
How we think about this
Next step
Do you know how AI is
being used today?
Most organizations are surprised by the answer. A short review establishes what is happening and what to do about it.
Start an AI Conversation