Section 3 outlines the rules for ethical, effective, and secure use of AI tools in Van Buren County.
Four key areas:
Ethical Standards
Acceptable Use
Prohibited Use
Compliance & Monitoring
Ethical Standards: Transparency
Clear Labeling
AI-generated outputs must be clearly labeled
Decision Understanding
Users should understand how AI made its decision
Public-Facing Tools
Critical for tools that interact with citizens
Ethical Standards: Human Oversight
1
Human Responsibility
People, not machines, are ultimately responsible
2
Ethical Justification
AI decisions must be justifiable and ethical
3
Required Review
Human review required when rights are affected
Ethical Standards: Reducing Bias
Continuous Monitoring
Detect and reduce bias regularly
EEO Compliance
Stay compliant with Equal Employment policies
Data Bias
Be aware of potential bias in AI output caused by training data
Acceptable Use of AI
Enhance Efficiency
AI should improve employee productivity
Data Handling
Follow Internet Security Policy guidelines
Authorized Purposes
Use AI only for approved work functions
Respecting Privacy in AI
Data Protection
Don't use PII in prompts or other AI processing
Personally Identifiable Information (PII)
Information that can be used to distinguish or trace an individual’s identity, either alone or when combined with other information that is linked or linkable to a specific individual.
Policy Alignment
Refer to Personnel Handbook Section 15
Prohibited: Unauthorized Access to Sensitive Data
Criminal Justice Information
Not for AI processing without approval
Personal Health Information
Protected under strict regulations
Approval Process
Exceptions must be approved by DID + LASO
Whitelist Management
Approved tools maintained on official list
Prohibited: Discrimination & Conflicts of Interest
No Discrimination
AI cannot be used for discriminatory behavior
No Harassment
AI cannot facilitate harassing content
No Personal Gain
Cannot use for side projects or personal benefit
Staying Compliant with AI
Regular Monitoring
All AI tools subject to oversight
Ethical Standards
Must maintain high ethical bar
Security Alignment
Follow Internet Security Policy
Incident Reporting & Training
Reporting
Report misuse through existing fraud/security channels
Required Training
AI Basics 101 before tool use
Periodic AI training updates
Policy Links
Connected to Employee Development and Reporting policies