AI Policy|City of Bellevue

Purpose

The purpose of the City of Bellevue’s Artificial Intelligence (AI) policy is to develop clear guidelines and administration for the moral, transparent, and liable use of AI innovations, including generative AI systems. This policy intends to assist in advancement and improve the shipment of civil services while securing privacy, ensuring compliance with suitable laws, shielding versus prejudice and discrimination, and keeping public trust.

Guiding Concepts

• Human-Centric: We will certainly leverage AI to boost the delivery of public services, focusing on user demands, availability, and responsiveness. Our AI systems will be fair and capable of continually supplying top quality, accurate, and trustworthy results for all community members.
• Openness and Liability: Bellevue thinks public self-confidence in AI depends on transparency and responsibility. We will certainly offer transparent AI decision-making procedures, plainly interacting how AI systems run and how choices are made.
• Incorporation and Non-Discrimination: We will certainly carry out AI systems that promote inclusivity and fair access to city services, details, and opportunities. We will certainly assess AI systems for predisposition and address biased influences.
• Development: Bellevue motivates imagination, continuous discovering, and liable experimentation that address community needs. Our AI innovations will intend to enhance city solutions, operations, and problem-solving in transformative methods.
• Stewardship: Identifying the ecological effects of AI, we will evaluate AI systems through the lens of the city’s environmental and resource monitoring goals. We will certainly prioritize AI options that decrease waste, enhance long-term sustainability, and maximize procedures.
• Privacy and Security: Bellevue safeguards the safety and security and privacy of data in addition to the city’s framework to maintain count on and stability. We will decrease personal privacy and safety and security threats to the best level possible while making certain conformity with all applicable laws and guidelines.
• Ethical Usage: Our AI technologies will certainly support the City’s core values and adhere to all suitable regulations, laws, and moral AI use.

Definitions

Expert system

“Artificial intelligence” or “AI” is a machine-based system that can, for an offered set of human-defined goals, make forecasts, referrals, or decisions affecting actual or digital settings. Artificial intelligence systems use device- and human-based inputs to view real and digital environments; abstract such assumptions into versions via evaluation in a computerized way; and make use of version reasoning to develop options for info or activity.

AI system

Any system, software application, sensor, or process that instantly generates results consisting of, but not limited to, forecasts, referrals, or choices that augment or replace human decision-making. This extends to software application, equipment, formulas, and data generated by these systems, made use of to automate large-scale processes or evaluate huge data sets.

Confidential or Sensitive Information

Information safeguarded by legislation or assigned for restricted official use, calling for cautious dealing with to prevent unapproved disclosure. This includes lawfully protected individual or worker information, information with details statutory, regulative, or contractual securities, in addition to inside designated sensitive products planned for limited usage.

Generative AI (GenAI)

A part of artificial intelligence capable of synthesizing brand-new, initial material– such as message, pictures, audio, or various other forms of media– in feedback to customer triggers. GenAI models, like ChatGPT or Copilot, can operate as standalone tools or can be embedded into various other software applications.

Responsive generative AI devices (Receptive)

AI devices that communicate directly with area members and workers to provide information from the City’s website or similar discrete set of City-generated or City- curated content.

Supportive generative AI tools (Encouraging)

AI devices with the ability of generating message, images, or various other data from sources not limited to City-generated content in feedback to employee-provided prompts.

Scope

This policy relates to:

• All AI systems, including generative AI devices (such as ChatGPT, Copilot, or various other public or exclusive applications), deployed or used by the City of Bellevue or on its part.
• All people and entities, that includes– staff members, officials, consultants, service providers, partners, suppliers, volunteers, or 3rd parties– who access, create, deploy, run, maintain, or interact with AI systems and generative AI applications as component of their role or duties connected to the City of Bellevue.
• Use of AI on all tools, including City-issued and individual devices, when made use of to perform City-related company, solutions, or procedures.
• All information and information processed by, input into, or originated from AI systems, specifically data entailing sensitive, exclusive, or personal info.

Policy Demands

Purchase of AI Innovation

• All procurement of AI modern technology have to adhere to the City’s AI Procurement Refine and related plans (e.g., New Technology Request Refine).
• If a modern technology that has already been approved for use includes or includes AI capabilities, extra testimonial and authorization may be needed to utilize those abilities.
• All vendors and third parties who establish, deploy, or run AI systems in support of the City will comply with City-established AI standards, personal privacy standards, and contractual commitments, including conclusion of needed documents and arrangements.

Use AI and AI Outputs

• Staff members are banned from attempting to access to or make use of unauthorized AI applications when making use of the City’s systems or networks, carrying out company in behalf of the City, or when using the City’s information. The City will certainly keep a list of authorized AI applications that will certainly come to employees.
• The City motivates pilot opportunities that allows for screening and try out brand-new AI modern technologies, while assessing threats in a controlled environment, to establish thorough AI remedies.
• All City use of AI systems have to follow this policy, the AI Guiding Principles, and according to all suitable neighborhood, state, and government laws and existing City of Bellevue policies, including the Technology Source Usage Plan and Job Rules (TRUP).
• Helpful AI-generated job and outcomes should be reviewed prior to utilize in public-facing content. Users must validate that the work product does not contain inaccurate or outdated information, possibly hazardous or offending product, and is compliant with all City policies and appropriate laws.
• Responsive AI-generated job and results ought to be randomly examined by a Department assigned worker to aid ensure precision and suitability of the interaction(s) on a normal timetable as figured out by the appropriate department.

Openness

• Helpful AI-generated web content (consisting of images, video clip, text, or various other data) that is made use of substantively in a last public dealing with job item should be credited to the relevant AI system and where feasible, determine the division or group who reviewed the content prior to publication. Instance: Some material in this pamphlet was created making use of ChatGPT 4.0 and was evaluated and edited by a member of the Parks and Area Solutions Department before magazine.
• Responsive AI-generated content that can not be reviewed before make use of (e.g., outcomes from an AI chatbot that helps the public in browsing the City’s site to address questions), should include a statement notifying the general public that they are engaging with an AI system or identifying the AI system made use of, that the material was not reviewed by a human, and get in touch with details the general public can make use of if they have inquiries or desire more details. Instance: You are connecting with an AI chatbot created by the City of Bellevue to aid the general public far better find web content on our internet site. The City has actually not evaluated the web content created by the chatbot and can not ensure it is accurate. Please contact [email or phone number] if you need even more information.
• The City will maintain comprehensive technical documents for all AI systems, including supplier offered or internally developed Accountable AI Threat Evaluations.

Reducing Bias and Injury

• Use of AI devices should follow the City’s core value of Variety, Equity, and Incorporation and departments are motivated to collaborate with their Variety Intermediary team members when thinking about using AI tools that will certainly inform choices or policy to review possible impacts.
• If it appears that AI systems are generating biased results or that use of AI tools are having biased effects, these worries have to be promptly risen to your designated Diversity Intermediary rep to evaluate and figure out whether additional testimonial by the Cyber Event Feedback Group is needed.

Data Personal Privacy and Security

• Confidential and sensitive details might not be incorporated, entered, or otherwise incorporated right into any kind of AI software application or solution without an authorized plan exception.
• There is no right to privacy in the use of City modern technology sources and the City reserves the right to accessibility and monitor making use of GenAI applications on any kind of city-issued gadgets or that shows up on firm took care of networks to guarantee compliant use of these systems.

Routine Reviews of AI Solutions

• The City will certainly perform organized AI reviews, consisting of risk analyses, prior to release and regularly after that, to determine and mitigate prospective moral, functional, and compliance risks related to AI systems.
• The reviews will be performed by the IT Safety Team, Variety Liaison Group, Public Records Group, and others as essential based on risk evaluations.
• The scope will certainly consist of an evaluation of information privacy, safety and security procedures, prejudice and discrimination checks, and compliance with suitable legislations and city policies.
• Regular testimonials might include a report outlining recommendations, prospective corrective activities and reductions, or plan updates if needed.

Training and Education and learning

• Before using AI systems, to make sure responsible and efficient use, City of Bellevue employees will certainly finish training that will certainly supply an overview of AI technologies, consisting of generative AI systems, their capacities, and their prospective influence on public services.
• AI training will highlight the moral considerations and responsibilities connected with making use of AI, including safeguarding personal privacy, ensuring conformity with suitable legislations, and protecting versus prejudice and discrimination.

Area Interaction and Awareness

• Bellevue will certainly explore collaborations with organizations, nonprofit companies, and various other governmental entities on the growth of cutting-edge remedies to boost or improve delivery of City services, assistance digital addition chances, assess arising developments and innovations, and breakthrough the city’s economic goals by growing and sustaining the start-up environment.
• The City will certainly supply details and resources to the public concerning the AI modern technologies being used, their functions, and their possible impact on public services. Furthermore, the city will certainly develop responses channels for community participants to supply input. This will certainly be leveraged to boost AI plans and techniques within the city.

Public Records and Records Monitoring

• All documents prepared, had, made use of, or maintained by the City in AI modern technology for City company are public documents and have to be kept consistent with the City’s record retention routine and divulged upon demand.
• All AI options and/or suppliers accepted for City usage will certainly be called for to sustain retrieval and export of public documents upon demand.

Management, Reporting and Violations

• As provided in the TRUP, unsuitable use of innovation sources, consisting of AI, by City staff members go through corrective action approximately and consisting of termination. This would certainly include acts or noninclusions leading to damages or disturbance to the City’s network, systems, solutions, or information; or other unfavorable influence to the City and/or its credibility.
• Suspected offenses of this plan must be reported to the employee’s manager, Department Director, or the Director of HR, depending on the seriousness of the violation.
• Infractions of plan by 3rd parties while operating an AI system on behalf of the City of Bellevue may cause violation of agreement or discontinuation of the contract and/or search of other lawful remedies.
• All departments share duties for enforcing this policy.

Exemptions

Any exceptions to this policy should be recorded, reviewed, and accepted in creating by the City’s Chief Info Officer (or comparable authority) and need to consist of an expiry day and making up controls.

File Modifications and Feedback

This plan will certainly be updated and re-issued at the very least every year to mirror, to name a few things, changes to appropriate law, update or adjustments to the City of Bellevue’s requirements, technology, and the results or searchings for of any type of audit.