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By controlling the amount of data being passed to the AI, using clear terms of data handling platforms, and reviewing all the outputs you can safely utilize AI summaries. There is little risk from this as the main issue is what your team is putting into public chatbots. By seeing AI as an internal tool you can save time on taking notes and reading through documents whilst keeping sensitive information such as figures, tax information, and bank details secure. Enhance your client management strategy – visit here for specialized accounting client management software.
What Data You Can Send?
The first thing to do is decide what level of sensitivity your data is. Information such as tax returns, social security numbers, bank account details, and payroll information should be classed as highly sensitive. This will therefore never be sent to a public AI. A summary of your client’s public business structure poses much less risk. Having a clear policy to let your team know what data can be used will help much more than just telling them to be careful.
Blind Data
A simple option available to you is to blind any data. Before copying across your meeting notes you can mask the client’s name to show as ‘Client A’ and remove their account numbers. This means you can still take a summary of what was advised but you will have a link to the actual client in your own records.
Use a Platform with Clear Data Handling Policies
Not all AI have the same policies on data. Some enterprise options clearly state that they will not use your customer data to train the model. They may also allow you to have admin options, audit logs, and data storage options. Before using any AI you should look at their terms to ensure you understand where your data will be stored. Check if they offer a data processing agreement. These options are rarely offered in free consumer accounts so should not be used for client data.
Using It within Your Current System
Many firms will have client records stored within their accounting client management systems. Many of these will have roles and audit logs. If you can create your summaries within a system that has these restrictions it will keep your sensitive data within a known area. If the summary is stored alongside the client file then it will have the same permissions. This means if a member of your team doesn’t have access to the client they won’t be able to view the summary. If you copy across the data it will no longer be protected.
Double Check All Outputs
AI summaries may leave out disclaimers, inaccuracies, and made up data. To ensure you have accurate data, you should double check the summary against the original document. This will also protect your data as if you accidentally include data from another client it would be a major breach. Having a human check will ensure this does not happen. Empower your business with efficiency – visit here for the latest online bookkeeping software.
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