The Collage Companies · AI at Collage

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The policy on one page, the best free training for Claude and Microsoft 365 Copilot, and good first uses for your department.

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Quick reference

Using AI at Collage

You can use AI here. Use it well. Whoever signs it, sends it, or submits it owns it — AI doesn't change that.

Green

Any reasonable tool

  • Public information; code and product research
  • General questions
  • Writing help on content with no project, client, or employee specifics

Yellow

Company-approved tools only

  • Internal SOPs, templates, and checklists
  • Internal notes and email
  • Schedules and internal cost history
  • Sub contacts and performance notes

Red

Approved tools only — and check the contract first

  • Drawings, specs, and bid documents
  • Bid and subcontractor pricing
  • Contracts and change orders
  • Client financial or donor information
  • Employee personal information
  • Anything marked confidential
  • Airport, school, or government security-sensitive documents
  • Anything related to a claim or dispute

Never

No exceptions

  • AI meeting bots — Otter, Fireflies, Read.ai — on calls Collage hosts. Ever.
  • AI-generated numbers in a bid without verifying the source
  • AI as your authority on code, law, or contract language
  • Personal AI accounts for anything in Yellow or Red
  • AI as the basis for a hiring, discipline, or safety decision

Approved tools

Claude · Microsoft 365 Copilot — company accounts only. Personal accounts, including ChatGPT, are for Green information only. To request another tool, ask the Policy Owner.

Restricted projects

Check the Restricted Projects list before using AI on any job. Not on the list doesn't mean cleared — it means no prohibition has been found. Ask.

Not sure?

Treat it as Yellow. Ask , Policy Owner. Asking is always welcome.

Made a mistake?

Tell your manager the same day. Reporting it promptly isn't a disciplinary matter. Hiding it is.

Tool training

Get better at the tools

Free, official training for Collage's two approved tools. Everything from Foundations still applies to whatever you try.

Claude

Microsoft 365 Copilot

Practicing before your company account is active? Use made-up or public examples. Personal accounts are for Green information only.

Role tracks

Good first uses, by department

A starting point for each part of Collage, with the guardrail that matters most there. Full hands-on tracks are coming.