This week sparked a couple of interesting conversations about how rapidly Artificial Intelligence (AI) is becoming part of our everyday work tools.
One discussion centred around platforms such as Canva. Many of us started using these tools years ago for design and communication purposes, but AI features have gradually been added along the way. What began as a straightforward software application now includes content generation, image creation, and other AI-powered functions.
The second conversation was about recording meetings in Microsoft Teams. While transcripts and AI-generated summaries can improve productivity and help capture key actions, they also raise questions about information management, privacy, and discoverability, particularly in organisations that work with legal, contractual, or professional records.
These discussions highlight an important shift. Rather than asking whether we use AI, the question is increasingly becoming:
“Do we understand where AI is already being used in the tools we rely on every day?”
Some considerations organisations are grappling with include:
- What information is being shared with AI-enabled applications?
- How is that information stored and protected?
- Who has access to AI-generated transcripts, summaries, or content?
- What records should be retained, and for how long?
- Are existing policies keeping pace with new technology?
As AI tools become more integrated into everyday applications, organisations need to think carefully about information governance.
For businesses that manage legal, contractual, financial, client, or employee information, these considerations become particularly important.
For example, a meeting transcript may be incredibly useful for capturing decisions and action items. However, that transcript may also become part of the organisation’s records and therefore subject to the same governance, retention, and disclosure requirements as any other business document.
Similarly, when using AI-assisted design, writing, or productivity tools, it’s worth understanding what information is being shared and whether sensitive data is being entered into those systems.
AI presents significant opportunities for productivity and innovation, but like any business tool, it works best when accompanied by good governance and informed decision-making.
AI doesn’t just arrive through new software. Often it arrives through the software we’re already using.