Best Practices and Guidelines for ChatGPT & API Models

Best Practices and Guidelines for ChatGPT and Similar AI Models

INT RODUCT ION To ensure responsible and effective AI adoption within our organization, this document outlines best practices and guidelines for AI use. The IT department will serve as the primary point of contact, with an informal AI user group available as a resource for insights and discussion. Departments should submit AI-related inquiries and support requests through the IT ticketing system. A glossary of technical terms is available on page 10 in the Appendix. Initial Rules and Guidelines • Never upload documents or data that contain confidential information including personal identifiable information (PII), bank account numbers, credit card information, social security numbers, financial information, or any other information that is deemed confidential and not for public use.

• Never provide your login information.

• Never upload process documents that are specific to the operation of the City of Greensboro (i.e. SOPs, SCADA documents, architectural diagrams, configuration documents, software development documentation, operational documents related to Police, Fire and GM911).

• Do not use Chatbots to search for private information about employees or residents.

• Never use Chatbots for any illegal or fraudulent activities . The City is held liable for any activities you perform using the City’s IT resources.

• You should not use Chatbots to get personal, legal or medical advice .

• Check the responses provided by the Chatbots before utilizing it . As some information may be inaccurate or the content might be protected by copyright laws and cannot be used without authorization. • Do not click on links provided in Chatbot responses . As some may direct you to malicious websites intended to compromise your credentials. Always check with the Cyber Security Team first before clicking on any links. Acceptable Use and Risk Mitigation for AI Chatbots • Departments should collaborate with IT to regularly review and update AI Chatbot policies, ensuring compliance and mitigating risks. • AI-generated outputs should include disclaimers and verification processes to reduce misinformation risks. • Compliance with evolving regulations should be monitored regularly, and any concerns should be submitted through the IT ticketing system.