How to Create an AI Usage Charter
Artificial intelligence is revolutionizing professional practices by impacting content creation, decision-making processes, work organization, and performance evaluation. However, this revolution presents as many risks as opportunities. While some pioneering companies have already implemented comprehensive AI usage charters, each profession has a vested interest in defining a specific charter tailored to its challenges, uses, and responsibilities. The objective is clear: to establish a framework for the ethical, responsible, and secure use of AI. But where to begin? Why is this crucial, and how to proceed in practice? Here are the key steps to building this charter:
- Establish a multidisciplinary working group
Before drafting the charter, convene a committee representing the various stakeholders: training department, DPO, IT department, legal experts, trainers, educational advisors, management, CSE (Works Council), and employee learners. This diversity ensures a realistic, compliant, and enforceable charter.
- Mapping all uses of AI
Precisely identify current practices, both official and informal ("shadow AI"), by directly surveying users (questionnaires, workshops). Also analyze existing tools (LMS, HRIS, collaborative platforms) that already integrate AI, even if this isn't always visible.
- Establish founding ethical principles
Collectively define the main principles that must be respected:
- Transparency : Systematically inform learners about the use of AI.
- Human responsibility : AI supports but does not replace human decisions.
- Educational quality : AI-generated content must be systematically monitored and adapted.
- Ethics : Raise awareness and train users about potential biases, while ensuring the neutrality and accessibility of content.
- Data Respect : Ensure strict compliance with GDPR.
Present these principles visibly from the introduction of your charter.
- Specify concrete and operational use cases
Clearly structure use cases into three practical categories:
- Uses authorized without reservation : creation of quizzes, visuals, reformulation of content.
- Uses subject to human validation : AI video capsules, personalized journeys.
- Prohibited uses : fully automated assessment without validation, generation of regulatory content without expertise.
Illustrate these cases with concrete examples from your organization and specify the recommended or not recommended tools according to their compliance and reliability.
- Bringing the charter to life on a daily basis
A charter must be visible and accessible, ideally in a concise, visual, or interactive format. Systematically integrate it into key moments of training projects (service provider briefings, employee onboarding, calls for tenders). Encourage collective ownership through workshops, dedicated meetings, and by promoting internal best practices.
- Organize governance and developments
Designate an AI training representative to advise and support teams, ensure compliance, and gather feedback from the field. Plan for an annual review of the charter, supported by regular committee meetings to quickly adapt to technological developments, feedback, and regulatory changes.
To go further: this method for creating a complete charter our article on the responsible adoption of AI et Our analysis of Shadow AI as a silent threat.