Tool approval is not blanket permission
Check both the tool and the information before you enter anything.
An assistant being available to employees does not mean every task or information type is approved for it. Consult your company's approved-tool register and information-classification guidance. Follow the specific scope and conditions shown there; do not infer permission from a tool's presence or from another team's use.
If either the tool's approval status or the information's classification is unclear, pause. Ask the role responsible for the relevant tool or information guidance, or use the company's designated AI help route. Do not paste confidential source material into a prompt to find out whether it is allowed.
A practical check before sharing
If a check fails or is uncertain, do not proceed on assumption.
| Check | What to verify | If unclear |
|---|---|---|
| Tool | The assistant is listed as approved for this task. | Ask the tool owner or designated AI help route. |
| Information | The source is permitted under its classification guidance. | Ask the information owner or follow the classification guidance. |
| Output | Names, dates, owners, decisions, and requirements match the source. | Correct it from the source or ask its owner. |
| Sharing | The audience can receive the reviewed content. | Ask the content owner before sharing. |
Common questions
A tool can assist with a draft; responsibility for using and sharing it remains with people.
Can I use a tool just because it is available?
No. Check the approved-tool register and the information-classification guidance for the intended task and source. Availability alone does not approve every use.
What if the assistant supplies an owner or decision that is missing from my source?
Treat it as unverified. Remove it or check with the person or role responsible for the source. Do not present an inferred detail as an agreed fact.
How can I share a useful learning?
Share a short description of the task, the prompt pattern, and a lesson such as “ask the assistant to flag missing owners.” Leave out confidential source text, personal details, and unreviewed output. Use the company's designated AI help route when a question needs an authoritative answer.