Create an AI policy for your organization

How to write an AI policy for your organization

DEN has developed a practical guide for AI policy specifically for the cultural sector. This step-by-step handbook serves as a tool for both small and large cultural organizations to systematically create future-proof AI policies. Every organization is different and can – within the legal frameworks – make its own choices. The guide compiles relevant regulations, ethical considerations, concrete examples, and reflection questions. This way, every cultural organization can determine what they want to achieve with AI, why, and under what conditions.

What should an AI policy include?

A good AI policy starts with the vision and core values of the organization. The use of AI applications is truly valuable only when it contributes to the strategy. Use these steps to write your policy:

Step 1

Read the guidance document for basic information to determine your policy. We address the following themes:

1. Reliability
2. Copyright and portrait rights
3. Sustainability and environment
4. Privacy and data
5. Transparency
6. Diversity and inclusion
7. Responsibility
8. Impact on work

Use the guidance document and collaborate with your colleagues to reflect on your stance regarding these topics.

Step 2

With a good representation of your organization, fill out the work document for each topic. Be inspired by the three examples (focused on the cultural sector) provided for each topic, review the AI policy checklist in the document, complete your policy, and ensure it is comprehensive using the reflection questions.
 

The guidance document then describes how you can introduce and implement this AI policy within your organization. Good luck with drafting your AI policy!

Why is drafting an AI policy so important? You can read about it below.
 

Why is AI policy important right now? 

Technological developments are moving at lightning speed. In 2023, generative AI became widely available with the launch of ChatGPT 3.5. This development had a significant impact on how we create and consume content within a short period. Suddenly, we had access to a tool that could answer virtually any question – whether correct or not. We now seek answers using AI tools instead of search engines, draft (concept) texts with AI, and can even generate images ourselves. 

Organizations encountered unexpected issues: from ethical dilemmas to data leaks. For instance, Samsung banned the use of generative AI by employees in 2023 after sensitive company information was leaked via ChatGPT. 

Additionally, new legislation surrounding AI is emerging. The European AI regulation, known as the AI Act, came into effect in August 2024. This law will impose new obligations in phases over the coming years. Among other things, it requires organizations to transparently handle certain AI systems and invest in AI literacy for employees. 

Society is also increasingly calling for guidelines. People are concerned about the impact of AI on their privacy, the spread of misinformation, the reinforcement of existing biases, and the replacement of jobs. Cultural organizations have a societal responsibility: the public expects museums, venues, archives, and libraries to handle new technologies carefully. With a proactive AI policy, cultural organizations demonstrate preparedness, mitigate risks, and seize opportunities in a way that aligns with their cultural goals.