Before you roll out AI: a security checklist for small businesses

AI tools are easy to start using, and that's part of the risk. Before your team begins sharing business information with an AI assistant, make sure these basics are in place.

1. Decide what can and can't be shared

Write down which kinds of information are fine to use with AI tools and which are off-limits, such as customer personal data, financial records, or anything covered by a contract or regulation.

2. Choose approved tools

Pick the AI tools your business will use and make sure staff know which ones they are. Unapproved tools are harder to control.

3. Use business accounts, not personal ones

Business accounts let you manage access, enforce security settings, and remove access when someone leaves.

4. Turn on multi-factor authentication

Multi-factor authentication on email and key business accounts, including AI tools, is one of the most effective basic protections available.

5. Review who has access to what

AI assistants connected to your files can surface anything a user has access to. Clean up file and folder permissions before connecting tools to your data.

6. Keep systems updated and backed up

Updates and tested backups remain the foundation of security, with or without AI.

7. Train your team

A short session on your AI rules and on common risks, such as convincing phishing emails, makes a meaningful difference.

Need help?

Our Managed Secure AI service covers policies, approved tools, access controls, and ongoing reviews.