“IT known only to the person in charge” and “Generative AI without rules”—I have created two free diagnostic tools to check your company's foundation in minutes

When I provide IT consultations for companies, I encounter the same type of problems regardless of the industry.

“I don't even know what I don't know.”

It is only after the person in charge leaves that the company realizes no one can access the management screen. Employees have started using ChatGPT, but the company has no rules in place. In both cases, before a problem occurs, there is just a “vague sense of anxiety,” and no one knows where to start.

Therefore, I have created two free diagnostic tools to turn that “vague sense of anxiety” into concrete checklist items. Both require no registration and can be completed in a few minutes.

■ Diagnosis 1: IT Dependency Diagnosis (10 items, approx. 3 minutes)

When a person in charge resigns, transfers, or takes a long-term leave, problems such as “cannot access the management screen,” “do not know the contractor,” or “no one knows the password” may surface for the first time.

In this diagnosis, you can check whether your company's IT environment depends on a specific person across 10 items: list of IT services, contract names, administrator accounts, password management, domains, networks, devices, backups, emergency contact information, and procedures for when the person in charge is absent.

For each item you check, a list of “what specifically needs to be confirmed” is displayed, so you can start taking inventory immediately after the diagnosis. Results can also be printed or saved as a PDF.

■ Diagnosis 2: Generative AI Internal Usage Diagnosis (7 questions, approx. 2 minutes)

Employees have started using generative AI like ChatGPT, but the company has not decided on rules or management methods. I feel that there are currently many such companies.

In this diagnosis, you check 7 items—organizing information that must not be entered, services permitted for use, procedures for human verification of answers, copyright, terms of service and data handling, persons in charge and points of contact, and explanations to employees—using a 3-choice format: “Yes, No, or Don't know.”

“Don't know” is counted as 1 point, the same as “No.” This is because the fact that you have not been able to confirm the management status is a risk in itself.

What I prioritized was not to make this a diagnosis that says, “Generative AI is dangerous, so let's stop using it.” Even if the result is poor, the suggestion provided is, “Before blaming employees or banning it entirely, first grasp the usage situation.” I believe that generative AI is not something to be banned, but something to be understood, organized, and used.

You can also download a printable checklist (PDF) to distribute at internal meetings without registration.

■ Design common to both diagnoses

As someone who works in security and information literacy, I was also particular about the design of the diagnostic pages themselves.

・Entering your name, company name, or email address is completely unnecessary. ・Answers are tallied only within your browser, and the content you check is never sent to me. ・I have not created this as a so-called “lead generation” tool that holds diagnostic results hostage to demand email registration.

The fact that “diagnostic content is not sent” is also clearly stated on the page. Please check with peace of mind and honesty. The more honestly you answer, the more useful the results will be.

■ Recommended usage

・Have the manager and the person in charge take the diagnostic separately and compare answers—the gap in perception itself is a discovery.
・Use items marked as "don't know" as agenda items for your next internal meeting.
・Retake the same diagnostic every six months—management status changes little by little due to contract changes and personnel transfers.

■ If you cannot organize things on your own after the diagnostic

The diagnostic is merely a "tool for awareness." While it displays items to check, the actual work of investigating domain contract providers or taking inventory of actual generative AI usage takes a fair amount of effort.

If you cannot organize everything on your own, please let us know what you currently know and what you do not know as is. It is perfectly fine to remain in a state of "not knowing what you don't know." Checking the feasibility of a request and obtaining a rough estimate is free.

(The "IT/AI/Security Inventory/Consulting" section on the top page is the service that follows this diagnostic.)