Turn AI tool risk into simple rules.

The simple idea

A Green / Yellow / Red permission map is easy for non-technical teams to understand and serious enough for managers to use.

Copy-paste example

Rough Department AI Permission Map notes:

Rough Department AI Permission Map notes:
Product: GoalOS Department Pack / Proof Room Lite
Buyer: department lead, operations manager, AI champion, or small-business manager
Department: Customer Success / Operations
Goal: make department AI use safer and easier to manage without heavy enterprise software

Current situation:
- people use ChatGPT / Claude / Gemini differently
- some people paste meeting notes
- some people paste customer support questions
- some people summarize feedback
- nobody knows what data is okay to use
- nobody knows when human review is required
- no one records proof that rules were followed

Need output:
- Green / Yellow / Red data boundary
- simple tool permission map
- task-by-task AI use rules
- manager announcement
- team quick policy
- escalation rules
- proof note

Rules:
- no legal/compliance certification
- no guarantee of safety
- no autonomous sending without human review
- no private customer data in public examples
- no secrets, credentials, payment data, or regulated personal data in public AI tools
Digital product terms:
instant access; all sales final once delivered except where required by law or for duplicate charges / technical access failures

Reusable workflow output:

Department AI Permission Map:
Department:
Customer Success / Operations

Simple rule:
If the data would be risky in a public screenshot, do not paste it into a public AI tool.

Green — generally allowed:
- public product information
- public website copy
- anonymized examples
- generic support questions
- internal process descriptions with no private data
- draft outlines and templates

Use:
Allowed for drafting, summarizing, brainstorming, and template creation.

Human review:
Still required before sending anything externally.

Yellow — allowed only with care / review:
- internal meeting notes
- internal strategy notes
- customer feedback summaries after removing names and identifiers
- account notes with sensitive details removed
- operational reports without private customer details

Use:
Allowed only after removing private details and marking uncertain items.

Human review:
Required before sharing, sending, or storing as official output.

Red — do not paste:
- passwords
- API keys
- credentials
- payment information
- private customer records
- health, legal, financial, or employment-sensitive information
- contracts or confidential legal documents
- unreleased security issues
- private screenshots
- exact customer messages with names, emails, or account details

Use:
Not allowed in public AI tools.

Task-by-task permission map:
1. Support FAQ replies
Permission:
Draft only.

Allowed inputs:
generic question, public policy, anonymized context.

Not allowed:
private customer records, payment issues, legal claims.

Required check:
human review before sending.

2. Meeting notes to action plan
Permission:
Internal draft.

Allowed inputs:
internal notes with sensitive details removed.

Not allowed:
private client data, confidential deals, HR issues.

Required check:
owner/deadline confirmation.

3. Product feedback summary
Permission:
Anonymized summary.

Allowed inputs:
summarized themes.

Not allowed:
customer names, emails, private screenshots, exact quotes without permission.

Required check:
privacy review before public use.

4. Monthly Proof Room report
Permission:
Internal report.

Allowed inputs:
workflow counts, issues, decisions, owner names if internal.

Not allowed:
private customer details or sensitive operational details in public version.

Required check:
manager review before sharing.

Escalation rules:
Escalate to the room owner if:
- someone wants to use Red data
- a workflow touches legal, financial, health, employment, security, or regulated data
- an output may be sent externally
- a customer complaint involves billing, legal, privacy, or safety concerns
- the team is unsure which category applies

Manager announcement:
Subject: New AI use map for our department

We are setting up a simple AI Permission Map for department workflows.

The goal is to make repeated AI work easier to manage and safer to review.

The map has three categories:
Green: generally allowed
Yellow: allowed with care and review
Red: do not paste into public AI tools

For now, AI outputs are drafts only. Human review is required before anything is sent externally.

We will use the map inside our Proof Room Lite process and update it as we learn.

Team quick policy:
Before using AI, ask:
1. What task am I doing?
2. What data am I pasting?
3. Is the data Green, Yellow, or Red?
4. Who reviews the output?
5. What proof note should be recorded?

Proof note:

Proof note:
Source: rough Department AI Permission Map notes.
Outputs created: Green / Yellow / Red data boundary, task-by-task permission map, escalation rules, manager announcement, team quick policy.
Claims made: the Department Pack can help a department create a simple AI permission map for repeated workflows.
Claims avoided: no legal/compliance certification, no guarantee of safety, no autonomous sending claim, no claim that all risks are eliminated.
Review needed: department should confirm internal policy, data classes, approved tools, privacy rules, and escalation owner before use.
Public-safe: yes, if private customer, employee, contract, security, and operational details are removed.

Digital product terms

Suggested low-friction wording: digital product, instant access, all sales final once delivered, except where required by law or for duplicate charges / technical access failures.

The one-sentence promise