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0AI Guidelines
These guidelines summarise everyday practice. The full, authoritative policy is the Optis Artificial Intelligence Policy (October 2025).
Data Handling Rules
All staff must follow these rules when using AI tools with client or internal data:
- Never input client confidential data, personally identifiable information (PII), or data covered by NDA into public AI tools (e.g. free-tier ChatGPT, public Claude).
- Approved enterprise tools with a data processing agreement in place may be used with internal data. Refer to the Optis AI Policy for the current list of approved tools and their permitted uses.
- If a client has specific AI restrictions in their contract or MSA, those take precedence over these general guidelines.
- When in doubt, ask the AI working group before proceeding.
Responsible AI Principles
Optis is committed to using AI responsibly across all its operations and client engagements:
- Human oversight: AI outputs are always reviewed by a qualified person before delivery to clients or use in decision-making.
- Transparency: When AI tools contribute materially to a deliverable, we disclose this to clients.
- Fairness: We evaluate AI tools for bias before adopting them, particularly in HR, recruiting, and client-facing applications.
- Accuracy: AI-generated content is fact-checked against authoritative sources. We do not rely on AI for legal, financial, or compliance determinations without expert review.
Idea Submission
Have an idea for how AI could help at Optis? Describe the problem or opportunity and the working group will review it. Submissions land in the AI Use Case Backlog for triage.
Not sure who to ask? Use the routing below to reach the right person or channel.
Request access and Sam will trigger your invitation.
Have a question about AI at Optis, or an idea that's more of a conversation than a form? Reach out to the AI working group directly.
Email the AI Working GroupGetting Access
- Request access. Send a message to Sam Hutchison requesting Claude access. Sam will trigger an invitation link by email.
- Open the invitation. Look for the invitation email sent by Anthropic.
- Join. Click the accept or join link inside the email to activate your account.
Certification
All staff complete the Associate – Foundations Certification. The steps:
- Complete the modules. Work through every module in the Associate – Foundations Certification ↗.
- Schedule your exam. Book the exam with Anthropic's exam partner ↗ and submit payment.
- Log reimbursement. Record the exam cost for reimbursement in Coupa.
If you already have Claude access, complete your certification no later than Thursday, September 10.
If you request access now, certify within four weeks of being granted access.
Drop-in / FAQ sessions run every Friday if you get stuck.
Claude FAQs
Answers to common questions about Claude at Optis, kept up to date from the questions raised in the weekly Claude office hours.
Open the Claude FAQs ↗