Generative AI Use Policy

RULES FOR ALL AI TOOL USE

The following rules apply regardless of which approved tool is being used.

• Never upload confidential information - see Confidential Information Categories for examples.

• Never upload City operational or process documents, such as SOPs, SCADA documents, architectural diagrams, configuration documents, or operational documents related to Police, Fire, or GM911.

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

• Never use AI tools for illegal or fraudulent activity. The City is held liable for activities performed using its IT resources.

• Do not use AI tools to obtain personal, legal, or medical advice.

• Verify AI-generated output before relying on it. Responses may be inaccurate, or content may be protected by copyright and unusable without authorization. • Do not click links provided in AI responses. Some may lead to malicious websites intended to compromise credentials. Confirm with the Cyber Security team before clicking any AI-provided link. • Include a disclaimer on AI-generated content used in official work so recipients know it was AI assisted and may require verification. • All interactions with approved AI tools are archived and may be subject to public records requests. Be mindful of what is entered into any AI system.

CONFIDENTIAL INFORMATION CATEGORIES

The categories below give concrete examples of the confidential information referenced in Rules for All AI Tool Use and must never be entered into any AI system.

Category

Examples

Social Security numbers

•

• Driver’s license, state ID, and passport numbers • Taxpayer and immigration ID numbers • Date of birth, when paired with a name • Login credentials (passwords, PINs, security answers — SSO sign-in to approved tools excluded)

PII (Personally Identifiable Information)

• Medical records, diagnoses, and treatment history • Health insurance policy and member numbers • Prescription information • Mental health and substance-use records • Workers’ comp and disability claim details

PHI (Protected Health Information)

Generative AI Use Policy

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