Generative artificial intelligence In four steps to safe GenAI usage

Related Vendors

Comma Soft AG

FAULHABER Drive Systems

Wuxi InfiMotion Technology Co., Ltd.

The relevance of generative artificial intelligence for daily work is currently being demonstrated in various pilot projects. However, safely integrating it into everyday business operations is not straightforward. These four steps are designed to help.

Benjamin Schulte is the COO and a board member of Comma Soft AG.

In recent months, generative artificial intelligence, or GenAI, has stirred up considerable attention both in professional circles and in practical applications. The capabilities of this technology are impressive and promising: from the radical optimization of business processes to tangible boosts in productivity—GenAI opens doors to new competitive advantages that companies cannot afford to ignore. The numerous experiments and pilot projects that have been implemented are a clear indication that the technology is not just a passing phenomenon.

What is the situation in Europe?

GenAI is also making significant strides at the European level. Thanks to specially developed, EU-compliant AI language models that meet local regulations, this technology can gain a solid foothold in Europe. However, while many executives already have a clear vision of the possibilities offered by GenAI, there is often still a lack of the necessary know-how for safe integration into everyday business operations. Most companies are still at the beginning of this journey. Particularly, the aspects of cyber-security, trade secrets, data protection, ethics, and regulation pose challenges for those responsible. Even though there is no one-size-fits-all solution, at least four steps can be outlined to establish EU-compliant use of GenAI that unleashes its full potential across the organization:
 
1. **Education and Training:** Equip teams with the necessary knowledge about GenAI capabilities and limitations. Regular training sessions and workshops can help demystify the technology and promote safe handling. 2. **Risk Assessment:** Conduct thorough assessments to identify potential risks associated with GenAI deployment, focusing on privacy, security, and compliance with EU laws. 
3. **Policy Development:** Develop clear policies and guidelines that dictate how GenAI is to be used within the organization. These should align with EU regulations and be designed to safeguard sensitive information and ethical standards. 
4. **Collaboration with Legal and IT Security Teams:** Ensure ongoing communication and collaboration between the GenAI project teams and the legal and IT security departments. This joint effort can help promptly address legal, ethical, or technical issues that arise during the implementation and use of GenAI technologies. By taking these steps, companies can navigate the complexities of integrating GenAI in a way that aligns with EU regulations and harnesses the technology's benefits while mitigating potential risks.
 

1. Integration into corporate systems.

2. Use security standards as a foundation.

3. Free access for all employees.

4. Promotion of a culture of transparency.

1. Integration into corporate systems

At a technical level, the true potential for businesses unfolds when GenAI is linked to internal data sources. Integrating generative AI into existing systems such as intranets, knowledge databases, and CRM and CMS platforms can significantly improve the way organizations operate—since this is where the information employees need is stored. Common, generic GenAI tools lack these data.

In production, employees could receive automated suggestions for quick machine error resolutions if repair manuals are previously connected to the generative AI. Moreover, this can be done in all languages to address all employees in their respective native languages. Such integration not only significantly facilitates information exchange but also accelerates work processes. To achieve this, suitable IT infrastructure and clever API integrations are necessary. Additionally, the protection of internal information and personal data must be ensured.

2. Use security standards as a foundation

Anyone aiming to gain a competitive advantage with GenAI needs a solid security concept. Therefore, it is crucial to adhere to the necessary security standards when implementing GenAI technology. It is also important to check if the chosen solutions are designed for this purpose. Relevant regulations include heavyweight standards such as the General Data Protection Regulation (GDPR), ISO 27001 for Information Security Management, the German Federal Data Protection Act (BDSG), and the [European AI Act](https://www.industry-of-things.de/eu-ai-act-auswirkungen-ki-systeme-a-25f241de4f7b67ce5cef08773f095938/)—to name just a few. These frameworks help ensure that the implementation of GenAI technologies is secure, compliant, and beneficial for businesses while protecting data and end-users.

An accompanying issue is the choice of server location where the internal data are processed. Whether in a cloud in Germany or Europe, or in proprietary data centers, making the right choice is crucial. The correct server is key to securely handling sensitive information. It helps minimize the risk of data breaches and cyberattacks, as well as ensuring the protection of trade secrets.

3. Free access for all employees

However, it's not just technical steps that are needed to profitably use GenAI. The cultural aspect is equally crucial. This includes making this technology accessible to all employees at every level of the hierarchy—not just reserving it for a select elite. Broad access allows the entire company to leverage collective knowledge and creativity, thereby enhancing its capacity for innovation.

The logic behind this is clear: The more people engage with GenAI and develop their own use cases, the greater the range of fresh ideas and innovative solutions that can emerge. Only through this diversity can companies sustainably enhance their competitive position. To make this financially viable, it's worthwhile to look at the pricing of GenAI providers: In addition to discounted prices, which many providers offer only for the first months of use, the licenses must remain affordable on a long-term basis and as the solution scales.

4. Promotion of a culture of transparency

To fully harness the potential of GenAI, fostering a company culture where open communication is encouraged, and where employees can exchange information about new GenAI use cases, is crucial. In this endeavor, technical platforms such as internal GPT marketplaces play a key role. These platforms enable employees to share use cases with each other and showcase successes. They serve as interdisciplinary forums where employees can receive feedback and support from colleagues. This facilitates the creation of a dynamic and self-reinforcing ecosystem of innovation.

Consider technical and cultural aspects

The steps outlined here for the profitable implementation of generative AI, therefore, operate on two levels: A technical level, where German and European safety standards play a role. Here, seamless integration into the company's internal systems and data sources needs to be implemented. Then there is also a cultural level. This involves ensuring access to the new technology for all people in the organization. Another task is to establish a culture of transparency, which enables employees to share their experiences and the knowledge they have acquired in dealing with GenAI. If companies consider both levels, they can solidify and expand their competitive position.

This article originally appeared on our partner portal Industry of Things.