OCNUS
Shadow AI Use Audit
Bring AI out of the shadows.
Lift productivity without nasty surprises.
Many teams already use AI tools without approval. Some of that use is sensible. Some creates real risk. Our Shadow AI Use Audit gives leaders clear visibility, practical guardrails and a safe plan to scale what works.
Why your business needs a Shadow AI audit
You cannot manage what you cannot see. A Shadow AI audit helps you to:
Find where AI is already used across the business, both approved and unofficial.
Protect sensitive data and intellectual property from leakage into public tools.
Meet privacy, security and record‑keeping duties without slowing the work.
Improve decision quality by reducing fabricated outputs and poor prompts.
Cut cost creep from duplicate subscriptions, add‑ons and rework.
Unlock productivity by scaling the high‑value use cases you already have.
The audit is a no‑blame exercise. Shadow use often signals unmet needs. We surface those needs, reduce risk and give people safe, effective tools.
The risk is real, and the duty is clear
Public AI tools can store prompts and outputs on external servers. When staff paste client details, confidential reports or code into them, you face privacy breaches, loss of IP and reputational damage. In Australia, your obligations under the Privacy Act and the Australian Privacy Principles still apply. Highly regulated sectors must also meet strict information security expectations, and government agencies must follow responsible AI policy and records rules.
What you get from the audit
An inventory of AI tools in use by team, workflow and purpose.
A risk heatmap covering privacy, security and governance for each use case.
Data‑flow maps that show what goes in, where it is processed and what comes out.
An Automated Decision‑Making (ADM) register highlighting any decisions that affect people.
A prioritised action plan with owners and dates.
Draft AI usage guardrails, including data classification rules and do‑not‑paste guidance.
Options for secure, enterprise‑grade AI tooling and safer defaults for staff.
A baseline of productivity metrics and a training plan to lift safe use.
A one‑page executive summary and a concise report for audit trail and board use.
How we run the audit
We use a tested, no‑blame method. It combines staff engagement, technical discovery and pragmatic risk assessment. The work is structured into four phases.
OCNUS’S Four Phase Audit Process
1.
Prepare
Agree on objectives, scope and decision rights.
Publish a plain‑English privacy notice for staff.
Set up secure evidence handling and read‑only system access.
Brief leaders and staff on the purpose and process.
2.
Discover
Run an all‑staff survey on AI use, tools and pain points.
Interview a cross‑section of roles for depth and real examples.
Review identity logs, expense records, browser extensions and API usage to spot unsanctioned tools.
Create an evidence log with redacted prompts and outputs
3.
Assess
Map data flows and identify where personal or confidential data may be exposed.
Score each use case across privacy, security and governance using a simple rubric.
Build a heatmap and shortlist the highest‑value, lowest‑risk opportunities.
Baseline metrics such as time saved, rework rates and staff confidence.
Complete quality and legal review with your privacy and risk teams.
4.
Decide & act
Midpoint playback to align on early findings and test quick wins.
Final delivery: executive summary, audit report and evidence pack.
A 90‑day action plan that names owners and dates.
Options to extend into policy refresh, training and secure tooling rollout.
Why choose OCNUS
Human‑centred and technically literate. We combine AI expertise with Design Thinking to solve real work, not abstract problems.
Independent and vendor‑neutral. We recommend what is safe and effective for you.
Australian context. We understand local regulation and the realities of public and regulated sectors.
Practical deliverables. Clear guardrails, a risk heatmap and a simple plan your teams can execute.
No‑blame approach. Shadow use signals unmet needs. We fix the system, not the people.
Who this is for
Boards, CEOs, CIOs, COOs, CFOs, CPOs, CDOs, HR and Compliance leaders in organisations that want the benefits of AI without unmanaged risk. The audit suits professional services, education, government, financial services, health and technology.
What we need from you
An executive sponsor and a small working group.
Light‑touch access to logs and procurement records.
Support to communicate the no‑blame nature of the work.
Timeline and effort
A typical audit runs in weeks, not months, depending on size and complexity. We minimise demands on your team by using short surveys, focused interviews and existing system reports.
FAQs
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No. The audit is designed to learn and improve. We focus on safe practice and better tools.
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Yes. We include notebooks, plugins, extensions and any AI features embedded in your software.
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We document them, assess the risk and propose safer enterprise options where needed.
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Yes. We provide draft guardrails, role‑based training and support for secure tooling rollout.
Start the conversation
If you want productivity without surprises, bring AI out of the shadows. Get in touch to book a short scoping call and we will share a draft plan for your organisation.
ROB LEACH
Founder OCNUS Consulting