Green. Amber. Red.
Staff shouldn't need a lawyer to decide whether they can paste something in. Give them traffic lights and real examples.
Green
Go Ahead
Drafting, brainstorming, rewriting and summarising non-sensitive internal or public material.
Amber
Check First
Anything customer-facing, confidential business info, or code. Approved tools only, with a person reviewing.
Red
Never
Customer personal info in unapproved tools, passwords, and final decisions about people.
Traffic lights, with examples.