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AI PromptsCategoriesAI Governance

🔦 Manage Shadow AI Without a Witch Hunt

Put a sensible process around how your organization uses AI, without stopping anyone getting work done. These prompts build the approval queue, the register of what is running, the log of what each tool actually did, and the policy an assistant checks submissions against. Written for the person who has been asked to own this and given no software to do it with.
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Manage Shadow AI Without a Witch Hunt

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I am certain people use AI tools we have never approved, and if I make it a disciplinary matter I will never find out. Build me a declaration app. Give everyone a simple route to declare a tool they are already using, with no penalty attached and that stated clearly, capturing the tool, what they use it for, what data goes into it, how long they have used it and how much it helps. Triage declarations quickly into approve as is, approve with conditions, replace with an approved alternative, or stop, and commit to a short response time so declaring is not punished by delay. Track the outcome of each. Add an AI agent that assesses a declared tool quickly against our policy and suggests the likely outcome with reasons, and that identifies the unmet need behind repeated declarations, since several people reaching for the same unapproved tool usually means we have not provided something they need. Automate two things: an acknowledgement to the declarer within a day, and a scheduled monthly report on declarations, outcomes and the needs they reveal. Two logins: anyone can declare and see their own, and a governance owner who triages.

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01 / Spark - intelligence awakens

Manage Shadow AI Without a Witch Hunt

Run a no-penalty declaration route for unapproved AI tools with fast triage, a real path to approval, and need analysis.

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// the spark catches · intelligence awakens · the answer unfolds

People adopt tools because they help. Punishing that drives it underground, where the real risk is. This makes declaring safe and turns discovery into approval.

What's Included

  • An amnesty declaration route with no penalty attached.
  • Fast triage so declaring is not punished by delay.
  • A path to approval rather than only a path to a ban.
  • An assistant that assesses a declared tool quickly.

How To Use

  1. Make declaring safe and fast. Anything else drives it underground.
  2. Triage quickly. A slow response teaches people not to declare.
  3. Approve what is genuinely fine. Refusing everything destroys the process.
  4. Look for the unmet need behind each tool. That is the real finding.

Register what you find in the tool inventory, and approve through the governance office.

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