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HomeMy WebLinkAbout03-24RESOLUTION 3-24 RESOLUTION ADOPTING AN A.I. USE POLICY FOR THE TOWN WHEREAS, the Town of Los Altos Hills uses reliable, collaborative, and secure information technology solutions to support the efforts of staff in delivering high-quality services the community; and WHEREAS, as new, relevant local government technologies arise, the Town often assesses the value that each can deliver; and WHEREAS, in 2022, generative A.I. emerged as a powerful new tool in a wide range of contexts and the Town quickly recognized that this technology could be useful in the public sector while also acknowledging that it could create unacceptable risks; and WHEREAS, to help understand those risks, and provide clear guidance to staff on its uses, the Town engaged the services of Dr. Jonathan Reichental, former Chief Information Officer for the City of Palo Alto, to help put together an A.I. Use Policy. NOW THEREFORE, the City Council of the Town of Los Altos Hills hereby approves of the attached A.I. Use Policy for the Town of Los Altos Hills. The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a Regular meeting held on 15th of February 2024 by the following vote: AYES: Mok, Schmidt, Swan, Tankha, Tyson NOES: None ABSENT: None ABSTAIN: None By: Sta e ok, Ma r ATTEST: ka Birdsong -Mill , City Clerk Resolution 3-24 TOWN OF LOS ALTOS HILLS 26379 Fremont Road Los Altos Hills, CA 94022 Phone: (650) 941-7222 www.losaltoshills.ca.gov I,OSAi;TIL S CALIFORNIA Generative Artificial Intelligence Acceptable Use Policy Approved by City Council Feb 15, 2024 1. Executive Summary The Town of Los Altos Hills uses reliable, collaborative, and secure information technology solutions to support the efforts of staff in delivering high-quality services to its community. As new, relevant local government technologies arise, the Town often assesses the value that each can deliver. In 2022, generative Al — creating meaningful output such as text and images from human prompts -- emerged as a powerful new tool in a wide range of contexts. The Town quickly recognized that this technology could be extraordinarily useful in the public sector while also acknowledging that it could create unacceptable risks. The Town of Los Altos Hills will partner and collaborate with other government agencies in the region and beyond to maximize the benefits of generative Al and to reduce its risks such as security, privacy, and content issues. This policy provides rules and guidance for Town staff to support responsible use of generative Al tools. The Town is committed to encouraging the use of emerging technologies that promote progress and innovation, increase organizational performance and quality service delivery, and _s_erve the -public good. - 2. Version Control Date Version What Who 11/18/23 1.0 Draft policy framework External consultant 11/24/23 2.0 First full draft of policy External consultant 11/27/23 2.1 Review and minor modifications City Manager 12/17/23 3.0 Incorporates feedback from tech committee LAH Tech Committee 2/15/2024 3.0 Adopted by City Council I LAH City Council Generative Al Acceptable Use Policy Page 2 3. Definitions What Description User Staff, contractors, or others using Generative Al for Town work purposes. Town The local government of The Town of Los Altos Hills, California. Artificial Intelligence (Al A system that performs certain tasks that simulate those of a human. Generative Al A system that creates content such as text, audio, or images in response to human or computer inputs. 4. Purpose The purpose of this policy is to set forth requirements and guidance that Town users must adhere to when acquiring and using solutions that meet the definition of generative artificial intelligence (AI). S. Scope While Al is a broad and deep topic, this policy is currently concerned with solutions that use a specific type of Al called generative Al. Examples include ChatGPT and Google Bard, as well as products from Stability.ai, Jasper.ai, and similar. This policy also acknowledges that the boundaries of such solutions can be complex to define, and the nature of the technology is changing at a high rate. In the event of uncertainty in how any part of this policy applies, staff should first seek guidance from a supervisor. 6. Benefits and Risks of Using Generative Al in Local Government Benefits (not an exhaustive list): a) Ability to analyze large amounts of information and then identify patterns, answer questions, make recommendations, and summarize findings. b) Reduce time spent on regular tasks including the creation of documents such as memos, emails, job descriptions, and reports, and assist with rapid knowledge acquisition. c) Improved decision-making by discovering and exploring scenarios, evaluating options, and analyzing relevant data. d) Assist in the development of new content such as policies and procedures, website content, and social media posts, including rewording and improving grammar. e) Provide community -facing chatbots that provide 24-hour access to information and services. f) Translates text into different languages. Generative Al Acceptable Use Policy Page 3 Risks (not an exhaustive list): a) May create output that uses, for example, inappropriate, generic, and irrelevant language, bias, and tone. Translations too, may not be of an acceptable level of quality. b) Information produced may not be accurate, which includes dates, places, names, events, and more. c) May reveal personally identifiable or sensitive information, disclose confidential information, or release draft information to the public. d) Reliance may reduce the important use of human empathy, personal contact, discretion, and judgement. e) All input and output content may be subject to relevant public record laws. f) Content produced may be subject to copyright laws and use could result in legal challenges. 7. Acceptable Uses of Generative Al The range of uses of generative Al are wide and new capabilities are being frequently introduced. This list provides a small set of staff usage examples that can be used as guidance. a) Creating an outline for written content. The generative Al content is used as a starting point, but the final product is created by staff. Examples include: • Letters • Emails • Project documentation • Speaker notes • Presentation slides • Social media posts • RFPs and similar • Web content • Reports • Procedures • Policies • Job descriptions • Press releases b) Copying a document into a generative Al tool for the purposes of summarizing and/or querying it. c) Suggesting writing improvements. d) Learning about and exploring topics. Generative AI Acceptable Use Policy Page 4 e) Analyzing different types of data. f) Idea generation. g) Research. 8. Requirements for Using Generative Al a) All generative Al tools used for work purposes require an account that is explicitly for Town use. Personal accounts are not permitted for work use. b) Assume that all use of generative Al tools and content are subject to relevant public records requests and must adhere to existing Town data retention requirements where appropriate. c) Only provide input content that is okay for public disclosure. d) Staff are responsible for all outcomes of generative Al used for work purposes. Specifically, the consequences of generative Al use are a human responsibility and issues cannot be deferred to the software and system. Staff assume all responsibility for content produced by generative Al. e) Conduct a fact check on all content that is produced by generative AL Staff must validate all output and ensure that it is factually correct. Staff are responsible for managing the risks of Al hallucinations, i.e., the creation by Al of inaccurate or nonsensical content. f) Provide attribution whenever generated content is published including images. g) Log usage of generative Al for possible reference purposes later. h) Do not use generative Al to generate code or audio at this time. 9. Procurement of Generative Al Solutions a) To procure generative Al solutions, staff must follow the existing policies and procedures for acquiring hardware and software for the Town. b) Staff acknowledge that the procurement process maybe slower than normal as a risk and impact assessment may be required. c) The policy and procedures for acquiring generative Al solutions also applies to free -to - use, freemium, open source, software -as -a -service (SaaS), and any other solution formats. d) Approval to procure a generative AI solution is not required if the identical solution has already been formally approved. Generative Al Acceptable Use Policy Page 5 e) Use of any generative Al solution may be restricted or revoked at any time if, in the judgement of the Town, the risk of use results in non-compliance in part or full, with this policy or any other Town policy, or other relevant policy, rule, or law. 10. Enforcement Enforcement may be imposed in coordination with individual division directors and department leaders. Non-compliance may result in department leaders imposing disciplinary action, restriction of access, or more severe penalties up to and including termination of employment or vendor contract. 11. Training The Town will occasionally provide training in generative Al and specific tools. For specific requirements, staff should work with their supervisor to request training following their normal learning needs process. Khan Academy provides high-quality, free online training. Access via khanacademy.org and search for "generative Al" For developing prompt engineering skills—the ability to provide good input for great generative Al output—the following site provides free, high-quality training: learnprompting.org 12. Contact and Oversight Information This policy will be maintained through the City Manager's department, owned by the City Manager or designee. Their responsibilities include creating and maintaining the generative Al risk and impact criteria, making recommendations for policy updates, communicating updates on the Towns position on generative Al, and as a point of contact for escalating challenges and issues with the technology. 13. Document Control This policy shall be effective on Feb 15, 2024 and shall be reviewed annually. A review and update may also be initiated in the event of substantive changes to generative Al and its associated solutions.