Zeldeen Muller, CEO inSite Connect, Creator of AgendaWorx
In January 2025, the KwaZulu-Natal High Court warned about the risks of relying on research done by artificial intelligence without questioning it.
However, artificial intelligence brings with it a host of efficiencies, leaving boards and consultants facing a conundrum: How can they use it safely?
In our work with a myriad of different boards and consultants, I have found that the following simple and quick process can assist boards and companies in using artificial intelligence effectively and securely.
Step 1: Use AI on a trusted platform
Use AI within your protected board cloud library. Board and company portals now have secure AI agents embedded, allowing you to ask your AI questions about your fund documents directly. It is your own personal AI built for your board or company.
These are powered by the latest AI technology; however, no information is shared with the AI creators, such as OpenAI, Anthropic, or Google. Be cautious when using AI on public platforms like Google and ChatGPT directly, as staff relying on such platforms may expose sensitive information and risk sharing inaccurate or unverified data.
Time it will take you: 5 seconds to log in to your board or company portal.
Step 2: Start with the original source
If you want AI to perform a financial analysis, select your original financial statements. If you want it to answer questions about your Rules, use the original Rules. If you need an article written for members, begin with your member guide as the source.
Time it will take you: 15 seconds to click on the library you want to use and select the document you need, such as the financial statements, member guide, newsletters, Rules, investment factsheets, valuation reports, or SLAs.
Step 3: Ask AI on what page it found the information and verify it
When you give AI an instruction, ask it to indicate the page of the document where the information was found, and verify it. This eliminates the need to wade through a lengthy document; simply open the specified page to confirm the details.
Time it will take you: 10 seconds to request the page reference and 30 seconds to verify it, as you know exactly where to look.
Step 4: Give the AI an instruction
Examples of instructions include:
- Financial Statements: Show the change in reserve accounts as a percentage of the total funds and reserves for two years. Give me the page numbers where you found the original figures.
- Rules: Summarise what reserve accounts exist and their purposes. Give me the page numbers where you found the original figures.
- Member Guide: Write an article for members on the funeral benefits offered by the Fund, simplifying it for a grade 10 level and presenting the benefits in a table (maximum 250 words). Give me the page numbers where you found the original figures.
- Investment Factsheets: Extract investment returns in a table for use on the fund’s website.
Time it will take you: 20 seconds to type your request and up to 30 seconds to receive the information.
A task that could take hours is now completed efficiently and securely behind a firewall, in less than two minutes. No more wading through lengthy and complex documents to verify information.
What Are the Benefits of Using AI?
Boards and consultants can quickly locate information without wasting time in meetings poring over 150-page Rules. Financial analysis is instant, eliminating the need to sift through complex statements. Comparisons across years can be done in seconds. All AI interactions remain securely within your company or board portal and are not exposed to external threats.
Artificial intelligence is here to stay. It’s now about leveraging it securely on the right platforms in the right way.
ENDS