Generative AI Use Policy

Function

Responsibility

Define and maintain the rules and guidelines outlined in this policy; evaluate and approve requests for AI tools; report non-compliance issues to the employee's manager and/or People & Culture.

IT Department / Cyber Security Team

Department Directors

Ensure staff in their department are aware of and follow this policy.

Employees, Contractors, and Consultants

Adhere to the rules and principles defined in this policy, including using only approved AI tools for City business and following the usage rules for all AI tools.

CORE POLICY: MANAGED AND APPROVED TOOLS ONLY

Any Generative AI tool used for City work must be a managed, IT-provisioned solution that has been approved by IT. Free or personal AI accounts, even for well-known products such as ChatGPT, Claude, or Gemini, do not carry the data protections required for City business and must not be used to perform City work or process City information.

Unmanaged and personal AI tools should never be used for City business. These consumer platforms:

• May use chat data to train their underlying models

• May share data with third parties

• May retain data even after deletion

Only accounts issued through IT and signed in with City credentials are considered managed and safe for City information. If you are currently using a free or personal AI tool for work purposes, transition to one of the approved tools below.

APPROVED AI TOOLS

The City currently supports four generative AI tools. Each is suited to different use cases, with its own feature set, cost, and approval process.

Tool

Cost

Approval

Best For

Copilot Chat

$0 - included

Jotform survey

General AI chat, Q&A, and document analysis

Added cost; quote provided

Director or designee approval

Office app integration (Outlook, Excel, Word, PowerPoint, Teams) and AI agents

Copilot 365

Added cost; quote provided

Director or designee approval

General-purpose AI tasks outside Copilot's scope

ChatGPT

Added cost; quote provided

Director or designee approval

Coding, workflow automation, agentic tasks, and large documents/codebases

Claude

Generative AI Use Policy

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