AI Policy

Introduction:

A responsible Artificial Intelligence policy is at heart a human policy.

At Communicators Group, we recognize AI as a powerful tool, one with the potential to transform the ways we work. But as with any tool, what it does depends on how it is used. A hammer can help to build a wall, or to tear it down. Rapidly transformational technologies—the printing press, the Internet, AI itself—invariably have enormous consequences, many often unforeseen. Caution is warranted.

First and foremost, we are committed to the people who are Communicators Group: the work they do, the insights they bring, and the value they provide as individuals and marketing professionals. With this in mind:

• As with any technology, AI should be used to augment our abilities, not replace them
• AI should be harnessed responsibly to maximize high quality productivity
• The goal of AI should be to help us do better work, faster and automate certain tasks so that we can spend more time on work AI can’t effectively replicate, and on work that requires human insight.

1. Our AI Principles:

• Human input, creativity, and insight are irreplaceable. AI will only be used to amplify our efforts. We will not pass off AI-generated work as our own. AI may be used to help us organize information or provide draft structure for documents, but will not be used as final, public-facing output without substantial human input.
• We are accountable for any AI assistance we receive. CG will review AI-generated information to ensure that it is accurate, ethical, and is free from biases. AI should not be used to impersonate any person without their express permission. With permission and review, designated employees may use AI to approximate the writing style of a CG employee or client in order to ghostwrite or edit draft copy from that person. We understand that AI is an assistant, not a replacement for human judgment.
• CG is serious about protecting the privacy of client data. We will only use client data with AI when authorized, and we will use generative AI that does not train on inputs.
• CG performs due diligence on AI tools so we fully understand their capabilities and limits.
• We are transparent about our AI practices. AI is employed to aid in some draft content development at Communicators Group. All work we produce is shaped and reviewed by people with the training, skill, and experience to ensure it suits and benefits our clients. This CG AI policy will always be available on our website. As AI advances, our policies will adapt and are subject to ongoing revisions.

2. Our AI Practices:

While Communicators Group is constantly experimenting with AI technologies to drive efficiency and performance across all business functions, we primarily use generative AI for:

• Speech-to-text transcription
• Content summarization
• Outline generation
• Copywriting assistance and copy editing
• Data analysis and reporting
• Ideation and brainstorming

Today this largely applies to the generation of text, data, code, and images, but this may also include photo/art, video or audio generation. 

Broadly speaking, AI can be used to: 

• Brainstorm, conduct general background research, and develop ideas. 
• Summarize, outline, and organize information or data. 
• Create internal documents, informal messages, and copyright-free assets.
• Rewrite or repurpose content into different lengths or formats.

Under current U.S. law, work produced by AI is not protected by copyright. All draft content generated by Communicators Group using AI tools will be considered agency property, subject to the terms of the specific client agreement. The agency will not be liable for claims arising from the client’s use of AI-generated content, including but not limited to copyright disputes.

CG team members will receive appropriate technical and ethical training before using AI. Authorized team members must always follow these guidelines when using AI: 

1. Understand the functions and limits of the AI system you are using. Continually update your knowledge and training on the system. 
2. Never enter personal, sensitive, or confidential information into any generative OpenAI tools. This includes information that could be used to identify someone, data about users, clients, competitors, or individuals, private notes, and trade secrets. 
3. Never use AI to produce copyright assets. Communicators Group and clients will determine ahead of time whether or not AI is to be used in producing a final product. Clients will always have final say in whether or not AI is used in the creation of their marketing assets.  
4. Be accountable for the final product. Team members are responsible for their use of AI tools and how that output is used in their work. This includes: factual accuracy, spelling, grammar, and protection of personal and confidential information. All facts must be independently verified through trustworthy third-party sources. 
5. Enhance human work. Tools aren’t meant to replace the expertise, insights, creativity, and critical thinking that team members bring to their roles. Team members are to use AI strategically to improve their work, abilities, and productivity.