Best Practices and Guidelines for ChatGPT & API Models

Best Practices and Guidelines for ChatGPT and Similar AI Models

AI Meeting A ssistants (Fireflies, ReadAI and similar tools )

• Never use third party AI meeting assistants in meetings where confidential information may be used . • Data stored by these tools should be considered public data and may be subject to public records requests . • Departments should work with IT to assign responsible contacts for ensuring proper implementations and adherence to guidelines. Va lid at in g Out put for M isi nformat i on an d A ccu ra c y Employees need to use critical thinking and research skills to validate information output from AI systems. • This data should never be taken at face value as AI systems may hallucinate and provide inaccurate i nformation. • Overreliance on the accuracy of AI systems can lead to skill atrophy and mistakes that could negatively impact our community. • AI tool adoption should follow a standardized integration process developed in collaboration with IT . • A formal review process should be conducted with IT to assess security, compatibility, and long-term sustainability. • Ongoing monitoring and feedback mechanisms should be implemented, with issues reported through the IT ticketing system. Reporting and F eedback Users are encouraged to provide feedback on AI systems and review outputs generated by these systems before relying on them for decision-making. Expanding Current Employee Guidelines Just as the city has a comprehensive moonlighting and conflict of interest policy in place, we may consider adding a clause that encompasses the use of AI systems outside of regular employment. AI Tool Integration into Workflows