#16 - Personnel Policy Updates - Laserfiche WebLink

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Artificial Intelligence (AI) chatbot Usage With the increasing popularity of generative AI chatbots such as OpenAI’s ChatGPT, Google’s Bard, and Microsoft 365’s Copilot, it has become necessary to outline the proper use of such tools while working at the City of Lake Elmo. While we remain committed to adopting new technologies to aid our mission, when possible, we also understand the risks and limitations of generative AI chatbots and want to ensure responsible use. Our goal is to protect employees, clients, suppliers, constituents, and the city from harm. OVERVIEW While AI chatbots can be used to perform a variety of functions, this policy addresses only the use of a web- based interface to ask or “prompt” the chatbot in a conversational manner to find answers to questions or to create or edit written content. There are, however, risks in using this technology, including uncertainty about who owns the AI-created content and security/privacy concerns with inputting proprietary city information or sensitive information about an employee, client, customer, etc., when interacting with the chatbot. Additionally, the accuracy of the content created by these technologies cannot be relied upon, as the information may be outdated, misleading or—in some cases—fabricated. When you submit data to an AI-enhanced service, it leaves a copy of the submitted data with the service. This may pose security and privacy risks. These risks are magnified if the AI-enhanced service automatically incorporates submitted data into responses shared with other users as part of the data they are trained to use. ELIGIBILITY This policy applies to all employees of the City and to all work associated with the City that those employees perform, whether on or off company premises. POLICY Limited use of generative AI chatbots will be allowed while performing work for the City with the approval of your supervisor. City email addresses, credentials or phone numbers cannot be used to create an account with these technologies. No city data of any kind may be submitted (copied, typed, etc.) into these platforms. All AI-generated content must be reviewed for accuracy before relying on it for work purposes. If a reliable source cannot be found to verify factual information generated by the chatbot, that information cannot be used for work purposes. Please refer to the AI flowchart to help determine whether it’s appropriate for you to use AI on your work project. Acceptable uses include: • For general-knowledge questions meant to enhance your understanding on a work-related topic. • Summarizing long documents that only contain information as defined by Minnesota Statutes Chapter 13 as “public” and is intended to be available to the public. • To brainstorm ideas related to projects you are working on. • Researching public topics where the resulting content can be verified by a subject matter expert (SME). • To create formulas for Excel spreadsheets or similar programs. Unacceptable uses include: • Using any text created by an AI chatbot in final work products of any kind. • Copying and pasting, typing, or in any way submitting city content or data of any kind into the AI chatbot. • Failing to properly cite an AI chatbot when used as a resource.