GenAI: Integration and Security in Companies

Generative artificial intelligence In four steps to secure GenAI use

2024-08-13 A guest post by Benjamin Schulte* | Translated by AI 4 min Reading Time

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The relevance of generative artificial intelligence for everyday work is currently being proven in various pilot projects. However, safe integration into everyday business is not easy. These four steps should help.

There is interest in many places, but how can generative AI be safely integrated into a company?(Image: freely licensed / Pixabay) — There is interest in many places, but how can generative AI be safely integrated into a company?
(Image: freely licensed / Pixabay)

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

In recent months, generative artificial intelligence, or GenAI for short, has been stirring up quite a dust in both specialized circles and practical applications. The possibilities of this technology are impressive and promising: From radical optimization of business processes to tangible productivity boosts—GenAI opens doors to new competitive advantages that companies cannot ignore. The numerous experiments and pilot projects that have already been implemented are a clear sign that the technology is not just a temporary phenomenon.

What does it look like in Europe?

GenAI is also making great strides at the European level. Thanks to specially developed EU-compliant AI language models that meet local regulations, this technology can also gain a firm foothold in Europe. However, although many executives already have a clear idea of the possibilities that GenAI offers: there is often still a lack of necessary know-how for secure integration into everyday corporate life. This is where most companies are still at the beginning of their journey. Especially the aspects of cyber-security, trade secrets, data protection, ethics, and regulation pose challenges for those responsible. And even though there is no one-size-fits-all solution, at least four steps can be outlined to establish EU-compliant GenAI use, which shows its full potential throughout the entire organization:

Integration into the company systems
Using security standards as a foundation
Free access for all employees
Promoting a culture of transparency

1. Integration into the company systems

On a technical level, the true potential for companies only unfolds when GenAI is linked to internal data sources. The integration of generative AI into existing systems such as intranets, knowledge databases, and CRM and CMS platforms can noticeably improve the way of work in organizations - because this is where the information that employees need is. Common, generic GenAI tools lack this data.

In production, for example, employees could receive automated suggestions for quickly rectifying machine errors if the repair manuals had previously been connected to the generative AI. This is also possible in all languages in order to be able to address all employees in their respective national language. Such integration not only considerably facilitates the exchange of information but also accelerates work processes. To get there, an appropriate IT infrastructure and skillful API integrations are necessary. In addition, the protection of internal information and personal data must be ensured.

2. Using security standards as a foundation

Anyone who wants to gain a competitive advantage with GenAI needs a solid security concept. Therefore, it is important to observe the necessary security standards when implementing a GenAI technology. It is also necessary to check whether the selected solutions are designed for this. These include heavyweights like the General Data Protection Regulation (GDPR), the ISO 27001 for Information Security Management, the Federal Data Protection Act (BDSG) and the European AI Act—to name just a few.

A related topic is the choice of server location where the internal data is processed. Whether in a cloud in Germany or Europe or in your own data centers—the right choice can be crucial. Because the right server is crucial for the safe handling of sensitive information. It helps to minimize the risk of data protection violations and cyber attacks and to ensure the protection of trade secrets.

3. Free access for all employees

However, it is not just technical steps that are necessary to use GenAI profitably. The cultural level is just as crucial. This involves making this technology accessible to all employees at every hierarchical level—and not just keeping it for a handpicked elite. Because: Broad access allows us to use the collective knowledge and creativity throughout the entire company and thus strengthen the ability to innovate.

The logic behind this is clear: The more minds that deal 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 improve their competitive position. To make this financially viable, it is worth looking at the pricing of the GenAI providers: In addition to discounted prices, which many providers only grant for the first months of use, the licenses must also remain affordable permanently and when scaling the solution.

4. Promoting a culture of transparency

To tap into the full potential of GenAI, promoting a company culture in which everyone communicates openly and exchanges, for example, about new GenAI use cases is crucial. Technical platforms such as internal GPT marketplaces play a key role in this. They enable employees to share use cases with each other and present successes. These platforms serve as an interdisciplinary forum where employees can receive feedback and support from colleagues. This can create a dynamic and self-reinforcing innovation ecosystem.

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Date: 08.12.2025

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Consider technical and cultural level

The steps presented here for the profitable introduction of generative AI thus have two levels: A technical level, in which German and European security standards play a role. Here, seamless integration into the company's internal systems and data sources must be implemented. And then there is a cultural level. This is about ensuring access to the new technology for everyone in the organization. Another task is to establish a culture of transparency. It allows employees to share their experiences and learnings in dealing with GenAI. If companies consider both levels, they can consolidate and expand their competitive position.