Template Library

AI Acceptable-Use Policy and Tool Register

An Excel workbook for governing everyday AI use: starter policy text, a matrix of data classes against kinds of tool, a register of AI tools with owners and review dates, and a log of acknowledgements and training.

The Policy sheet has example text for thirteen sections: purpose, scope, principles, allowed and not allowed uses, data rules, human review, disclosure, approved tools, reporting problems, training, enforcement, and review. The Data Classes sheet is a matrix that says, for Public, Internal, Confidential, and Restricted data, whether each kind of tool is allowed, allowed with approval, or not allowed.

The Tool Register lists every AI tool in use with its category, purpose, highest data class allowed, owner, status, and the date of the last review. The next review date, the review status, and a check calculate; the check flags a public tool allowed for non-public data, an approved tool without a terms review, and a not-approved tool with data allowed. The Acknowledgements sheet logs who has read the policy and finished training, and the Dashboard shows the rates against headcount.

Example tools and acknowledgements are included so you can see the formulas working before you replace them.

Download AI Acceptable-Use Policy and Tool Register Back to Templates

What Is Included in the Workbook

Sheet	Purpose	What Teams Capture
Start Here	Orientation and workflow	What the workbook does and a numbered workflow with a link to the sheet for each step
Dashboard	Live summary of AI use	Tools registered and approved, tool checks, reviews overdue, policy acknowledged and training done as shares of headcount, tools by status and category
Policy	Starter policy text	Thirteen sections of example text to edit: purpose through review
Data Classes	Data class and tool matrix	Public, Internal, Confidential, and Restricted data against four kinds of tool, with allowed, with approval, or not allowed
Tool Register	Register of AI tools (Excel Table)	Tool, vendor, category, purpose, highest data class, owner, status, terms review, review dates, review status, and a calculated check
Acknowledgements	Policy and training log (Excel Table)	Person, department, policy version, date acknowledged, training completed, and training date
Settings	Basics and lists	Policy version, effective date, headcount, review interval, the as-of date, and the lists for category, data class, status, and department

Key Features Inside the Template

Plain-Language Policy Text

Thirteen sections of example text you can edit, written to be read in minutes.

Data Rules You Can Apply

A matrix of data classes against kinds of tool, so people know what may go where.

A Register That Checks Itself

Mismatches and overdue reviews are flagged against the as-of date.

Acknowledgement Tracking

See how much of the workforce has read the policy and been trained.

Best Use Cases

Writing a first AI acceptable-use policy
Finding out which AI tools are actually in use
Setting data rules for AI tools by data class
Preparing for an audit or customer questionnaire about AI use
Tracking policy acknowledgement and training

How to Use the Template Effectively

Enter the policy version, headcount, and review interval on the Settings sheet.
Edit the Policy sheet to fit your organization. Keep it short, in plain language, with examples.
Decide the matrix on the Data Classes sheet with IT security and the people who handle sensitive data.
Register every AI tool in use, approved or not, and review the ones flagged by the check.
Roll out the policy with short training, and log acknowledgements.
Review the policy and the register at least every six to twelve months.

Who Should Use This Template

Operations, IT, and HR leaders
AI governance groups
Quality and compliance teams
Small and medium organizations starting with AI

Common Mistakes to Avoid

Copying a policy without adapting it
A ban that drives AI use underground
Not registering the tools people actually use
Writing data rules nobody can apply
Never reviewing the policy as tools and laws change

Important Notes

Educational template. It supports an organization's planning and records for the use of AI. It is not legal, regulatory, security, or professional advice, and it does not replace your organization's policies, the laws and standards that apply to you, or qualified people. Check requirements with qualified people. Example data are illustrative.