By neha.pujari , 19 January 2026

Internal facing

Allowed
AI-powered interpretation tools may be used under an Enterprise Agreement for internal meetings with the WHO workforce only. Hosts can add a disclaimer by announcing it verbally, posting in the chat, or including it in the meeting invite or agenda.
Category
Interpretation tools
Guidance Reference
Practice ethical AI use, Safeguard WHO data
Not Allowed
Using AI-powered interpretation tools not under an Enterprise Agreement for internal purposes, in meetings with WHO workforce only and not adding a disclaimer.
Use Case Number
UC017
Explanation
AI interpretation enhances communication and reach but, due to its simultaneous nature without human review, may pose reputational risks, confidentiality and legal concerns, and potential miscommunication. It should be used cautiously.
By neha.pujari , 19 January 2026

Internal facing

Allowed
Utilizing AI to generate scripts, or support video production, including subtitles, transcripts, storyboards, sound effects, music, voice-over, graphic effects, animations or avatars.
Category
Video creation
Guidance Reference
Check carefully for accuracy and potential bias. Ensure responsible use of AI-generated voice, images and videos, Practice ethical AI use and label content created by AI.
Not Allowed
AI should not be used internally OR externally to create or alter realistic images or videos of people, places or situations.
Use Case Number
UC016
Explanation
AI can make information more engaging, but deepfakes can cause reputational harm and ethical concerns.
By neha.pujari , 19 January 2026

Internal facing

Allowed
Using AI-powered translation tools under an Enterprise Agreement for internal purposes, such as intranet websites, internal training materials, and internal emails. A disclaimer should be included whenever any information is translated solely using AI.
Category
Translation
Guidance Reference
Cross-check the output, Practice ethical AI use, Safeguard WHO data
Not Allowed
Using AI-powered translation tools not under an Enterprise Agreement for internal purposes without review and approval by WHO Language Translation team, such as Governing Bodies Documents, official WHO communications, and Publications.
Use Case Number
UC015
Explanation
AI translations facilitate communication, but it is important to minimizing risks associated with miscommunication, legal issues, and reputational damage. Refer to the WHO Translation Policy in the eManual (I.3.3 and VIII.2.12).
By neha.pujari , 19 January 2026

Internal facing

Allowed
Asking AI-powered chatbots to discover features and answers on how to do certain tasks on application
Category
Support
Guidance Reference
Safeguard WHO data
Not Allowed
Blindly trying the suggestions or answers on sensitive or business critical data.
Use Case Number
UC014
Explanation
Data can be lost on untested or unknown features, especially if there is no rollback or undo mechanisms.
By neha.pujari , 19 January 2026

Internal facing

Allowed
Utilizing AI-powered chatbots for internal employee support.
Category
Support
Guidance Reference
Ensuring transparency in AI use, Follow the WHO Code of Ethics and Professional Conduct
Not Allowed
Using AI to monitor or analyze employee communications without their consent.
Use Case Number
UC013
Explanation
Chatbots improve response times and free up resources, but monitoring without consent violates privacy policies.
By neha.pujari , 19 January 2026

Internal facing

Allowed
Using AI to organize and manage digital files and documents.
Category
Office operations
Guidance Reference
Safeguard WHO data, Be alert to cybersecurity threats
Not Allowed
Using AI to access or manipulate sensitive data without proper authorization.
Use Case Number
UC012
Explanation
AI can categorize and tag documents for easy retrieval, but unauthorized access can lead to security breaches.
By neha.pujari , 19 January 2026

Internal facing

Allowed
Implementing AI to automate scheduling and calendar management.
Category
Office operations
Guidance Reference
Practice ethical AI use, Cross-check the output
Not Allowed
Automating tasks that require human judgment or oversight, such as performance reviews.
Use Case Number
UC011
Explanation
AI can optimize meeting times and reduce scheduling conflicts, but human judgment is needed for subjective tasks.
By neha.pujari , 19 January 2026

Internal facing

Allowed
Implementing AI to automate repetitive tasks, such as data entry or invoice processing.
Category
Office operations
Guidance Reference
Practice ethical AI use, Watch for any concerning AI-generated material
Not Allowed
Automating tasks that require human judgment or oversight.
Use Case Number
UC010
Explanation
AI automation improves efficiency and reduces errors, but human judgment is needed for complex tasks.
By neha.pujari , 19 January 2026

Internal facing

Allowed
Using approved AI tools like Copilot M365 to transcribe and summarize meeting notes.
Category
Meetings
Guidance Reference
Safeguard WHO data, Ensuring transparency in AI use
Not Allowed
Using unapproved AI tools to transcribe confidential meetings.
Use Case Number
UC009
Explanation
AI transcription saves time and captures key points, but unapproved tools may expose sensitive information.
By neha.pujari , 19 January 2026

Internal facing

Allowed
Using your personal email address to register for public AI services like ChatGPT for personal activities, such as researching travel destinations.
Category
IT applications
Guidance Reference
Safeguard WHO data, Practice ethical AI use, Be alert to cybersecurity threats
Not Allowed
Using your office email address to register for public AI services for personal or office related activities.
Use Case Number
UC008
Explanation
Keeping work and personal activities separate helps protect organizational data and ensures compliance with company policies. Using office email for personal activities can expose work-related information to external services.