Photo By: Zach M
Artificial intelligence is quickly becoming part of everyday life. Businesses use AI to write emails, analyze data, answer customer questions and help employees get work done. The growing use of the technology raises a basic question that is becoming increasingly important: Do organizations actually know what AI they have?
Most organizations already keep track of their computers, software and other technology. They know what systems they use, who manages them and what information those systems can access. AI needs to be treated in much the same way. Without a clear understanding of which AI tools are being used, organizations may have a difficult time managing the security, privacy and safety risks that come with them.
The challenge is that AI can enter an organization very easily. An employee might sign up for an AI chatbot to summarize a report, a marketing team might use an AI service to create content, or a software developer might connect an AI model to company systems. Employees may also begin using these tools without telling their IT or security teams. This growing use of unapproved AI is sometimes referred to as “shadow AI.”
The tool itself may not necessarily be dangerous, but the lack of visibility can create problems. What happens when an employee puts confidential company information into an AI service? Where does that information go, and how long is it stored? Who can access it? Is the information used to improve the AI system? Organizations may not be able to answer these basic questions if they do not know which AI tools are being used.
Different AI systems can also have very different capabilities. One system might simply help an employee write a paragraph, while another could have access to customer records, company databases or financial information. Newer AI agents can go even further by taking actions on behalf of users. Greater access means greater responsibility, making it important for organizations to know exactly what each system is, who controls it and what safeguards are in place.
AI governance plays an important role in addressing these questions. The basic idea is straightforward: someone needs to be responsible for making sure AI is being used safely and appropriately. Organizations should be able to identify important AI systems and answer basic questions about them, including who owns the system, what model it uses, what information it can access, who is allowed to use it and what decisions it influences.
The issue is also becoming part of conversations among technology and business leaders. NewRocket is hosting a September 16 discussion at the Calgary Petroleum Club focused on identifying AI systems, including rogue agents, along with questions around governance, compliance, risk and accountability. The topics reflect a larger challenge facing organizations as AI becomes more common across the workplace.
The conversation reflects a larger shift in how organizations are thinking about AI. The focus is moving beyond simply asking what AI can do and toward understanding how AI fits into the organization. Companies need to know what systems are operating, what risks they create and whether those systems are actually delivering value.
Mistakes, failures and unexpected outcomes also need to be considered when organizations introduce AI into their operations. Even when a system appears to work as intended, it can sometimes produce inaccurate information, make an unexpected recommendation or respond in a way that creates new risks. Organizations should understand whether an AI system has been properly tested for security, reliability and safety before it is put into use. They should also establish clear expectations for human oversight, particularly when AI is being used to support important business decisions or interact with sensitive information. If something goes wrong, employees need to know who is responsible for investigating the incident, determining its cause and deciding what action should be taken. There should also be a clear process for temporarily suspending or completely disabling an AI system if it becomes unsafe, unreliable or compromised.
Managing these risks does not necessarily begin with another complicated policy or expensive security tool. In many cases, it begins with visibility. Organizations need to know what AI systems are being used across the business, where those systems came from, what data they can access, what they are capable of doing and who is accountable for their operation. Without that information, it becomes difficult to assess risk or determine whether appropriate safeguards are in place.
This is similar to a long-standing principle in cybersecurity: organizations cannot effectively protect systems they do not know they have. As AI becomes another layer of business technology, the same principle increasingly applies. Before organizations can control the risks associated with AI, they first need a clear picture of where it exists, how it is being used and who is responsible for it.
About NewRocket
NewRocket is the trusted AI partner helping enterprises build AI workflows customers trust. As a launch Select Partner in Anthropic’s Claude Partner Network, we help organizations unlock the value of AI through strategy, governance, adoption, and delivery. Combined with ServiceNow’s workflow platform and more than two decades of enterprise transformation expertise, we design, build, and scale AI solutions that create outcomes that last.