Microsoft Copilot and other AI assistants answer questions using the files your organization already has. If your shared drives hold three different versions of your password rules, an old volunteer handbook and a draft nobody approved, AI will find them all and repeat them as if they were true.
Your approved policies are the source of truth
The fix is not more documents. It’s a small set of approved policies, stored in one clearly marked place, that your staff, your volunteers and your AI tools can rely on:
- One answer, not five. When someone asks “Can I use my personal phone for work email?”, Copilot can point to your Acceptable Use policy, not a three-year-old email thread.
- Clear rules for AI itself. What staff may and may not put into AI tools, how donor and client information is protected, and who checks AI-written content before it goes out.
- Built for your size. Written for small nonprofits, churches and schools, in plain English, without enterprise jargon.
- Kept current. Each policy has an owner, a version number and a review date, and we remind you before it’s due.
The members-only policy generator
Members answer a short questionnaire about their organization: size, platform, volunteers, devices, data and how they use AI. The generator then builds a full set of draft policies tailored to those answers. You can download them as Word documents, one at a time or all together, edit them, and regenerate them whenever things change. Each version and change is tracked for you.
The set covers information security, acceptable use, access control, data protection and retention, incident response, backup and disaster recovery, device and patching, remote work and personal devices, staff onboarding and offboarding, vendors, file sharing and collaboration, and generative AI (including a one-page AI standard for staff). Where your answers show you handle health, card-payment or children’s data, the generator flags the topics to review with counsel.
How it works
- Join as a member. Nonprofit rates start at $25 a month.
- Answer the questionnaire. You can save and come back any time.
- Download your drafts, review them with your team, and approve them.
- Publish the approved versions in one place your staff and Copilot can find, and retire the old copies.
Already a member? Open the policy generator. Powered by NP Cloud.