Practical Guidance for Using AI
Use this practical guide to decide what information you can enter in an artificial intelligence (AI) tool and when you should pause before using AI for UAB-related work.
Quick rule: Match the data to a UAB-approved tool. If the tool is not approved for the type of data you are using, do not enter that data.
Start Here
Before using AI, use this quick check:
Identify the data
What kind of information am I using?
Check the tool
Is the AI tool approved for that data and purpose?
Decide what to do
Should I proceed, pause and confirm, or avoid using the tool?
Step 1: Identify the Data
Start by identifying the type of information you want to use with AI.
| Data Type | Examples | Practical Guidance |
|---|---|---|
| Public | Published research, public websites, open data, and public communications. | May be appropriate for public or approved AI tools. |
| Internal or unpublished | Drafts, internal plans, meeting notes, proposals, unpublished research, and internal communications. | Use caution. Use only approved tools and confirm before sharing if the content is confidential or sensitive. |
| Sensitive or restricted | Institutional, operational, financial, sponsored project, security, or regulated data. | Do not use in public AI tools. Use only when the tool and environment are explicitly approved. |
| PHI, CUI, or export-controlled data | Patient or clinical information; Controlled Unclassified Information (CUI); International Traffic in Arms Regulations (ITAR) or Export Administration Regulations (EAR)-controlled technical data. | Use only in approved, secured environments and follow applicable UAB, sponsor, federal, and regulatory requirements. |
Step 2: Choose the Right AI Tool
Use a UAB-approved AI tool when working on UAB activities. Public AI tools should be treated as public environments unless UAB has approved a different use.
Remember: Public tools are public environments unless UAB has approved a different use. A public AI tool is an AI tool or platform that is generally available to the public and not specifically approved or secured by UAB for university or health system data.
- Public tools: Use public data only.
- Approved UAB tools: Use only for the data types and purposes they are approved to support.
- Sensitive, Restricted, PHI, CUI, or export-controlled data: Use only in explicitly approved, secured environments.
- If the tool is not clearly approved for your data: Do not enter the data.
Step 3: Decide What to Do
| Decision | Use When | What to Do |
|---|---|---|
| Proceed | The data is public, or the tool is clearly approved for the data and purpose. | Use the tool. Review outputs for accuracy, bias, privacy, and appropriateness before sharing or relying on them. |
| Pause and Confirm | The data is internal, unpublished, confidential, sensitive, or the tool approval is unclear. | Ask UAB's Research and Compliance offices or the AI team before using the tool. |
| Do Not Use | The tool is public or unapproved and the data includes Sensitive, Restricted, PHI, CUI, export-controlled, confidential, or internal-only information. | Do not enter the data. Use only a UAB-approved, secured environment if AI use is needed. |
Common Examples
Use these examples to apply the guidance to common UAB work scenarios.
| Scenario | Can I Use AI? | What to Do |
|---|---|---|
| Summarizing a public article, website, or published report. | Yes, generally okay. | Use the tool, then review the summary for accuracy and completeness. |
| Summarizing internal meeting notes, draft plans, proposals, or unpublished research. | Pause and confirm. | Use only an approved tool for the data and purpose. Ask UAB's Research and Compliance offices or the AI team if unsure. |
| Uploading files that contain PHI, CUI, export-controlled, Sensitive, Restricted, confidential, or internal-only information. | Do not use public or unapproved tools. | Use only a UAB-approved, secured environment that is explicitly approved for that data type and use case. |
Protect UAB Data
AI use must follow UAB data protection expectations. These expectations apply whether you are drafting, summarizing, analyzing, coding, or uploading files.
- Do not enter Sensitive, Restricted, confidential, PHI, CUI, or export-controlled data into public or unapproved AI tools.
- Use approved tools only for the data types and purposes they are approved to support.
- Do not upload unpublished, internal-only, or confidential materials unless the tool is approved for that use.
- Remove unnecessary personal, confidential, or regulated information before using AI.
- When unsure, treat the information as sensitive and ask before using AI.
General Expectations
- Use AI to support your work, not to replace professional judgment.
- Review AI-generated content before using, sharing, or submitting it.
- Check facts, citations, calculations, code, and summaries for accuracy.
- Keep personal AI use separate from UAB work.
- Use AI in ways that are consistent with UAB values, policies, and professional standards.
Need Help?
If you are unsure whether a tool or use case is appropriate, ask before entering data into the tool.
- Contact the AI team at
This email address is being protected from spambots. You need JavaScript enabled to view it. . - Consult UAB's Office of Research or Office of Compliance and Risk.
- Review UAB data classification guidance.
Bottom line: When in doubt, pause and ask before using AI.