# Sample Office AI Policy **Starting point, not legal advice. Have your office's attorney review before adopting.** From AI for Florida Elections (https://ai-for-florida-elections.vercel.app/leadership/), a free educational site. This sample is not an official policy of any county or state office. Fill in everything in [BRACKETS], remove what doesn't fit, and check it against any county-wide technology or AI policy that already applies to your office. --- ## [COUNTY] County Supervisor of Elections: Use of Artificial Intelligence (AI) Tools Adopted: [DATE]. Policy owner: [NAME AND TITLE]. Next review: [DATE]. **1. Purpose.** This policy explains how employees may use artificial intelligence (AI) tools for office business. AI tools are software that write, summarize, analyze, or create text, images, audio, or code in response to instructions. The goal is to save time on routine work while protecting voter information, public records, and public trust. **2. Scope.** This policy applies to all employees, temporary staff, [volunteers, and contractors] who use AI tools for office business, on any device, in or out of the office. It includes AI features built into other software, such as Microsoft Copilot. **3. Approved tools.** Only these tools may be used for office business: - [TOOL AND PLAN], approved for [green only / green and yellow] information - [TOOL AND PLAN], approved for [green only / green and yellow] information To request another tool, contact [NAME AND TITLE]. New tools need approval from [IT CONTACT] and the office's attorney. **4. Data rules.** Before putting any information into an AI tool, decide what color it is (see the Safe Use Framework: https://ai-for-florida-elections.vercel.app/safe-use/). If you're not sure, treat it as the next color up and ask your supervisor. - **Green (public):** published documents, statutes and rules, public notices, press releases, and published statistics. Any approved tool. - **Yellow (internal or unchecked):** internal procedures, drafts, vendor contracts, staff email, and anything that might contain personal information. Approved business-tier tools only, with personal information removed first. For a report or export from any system, delete every column that holds personal information before the file goes in the AI project folder. The full export stays out. - **Red (confidential, exempt, or security-sensitive):** Social Security numbers, driver license and Florida ID numbers, voter signatures, protected voter records, passwords and system credentials, network and cybersecurity details, ballot security details, and anything under a litigation hold. Never put red information into an AI tool unless IT and the office's attorney approve a specific tool and use in writing. **5. Human review.** A person is responsible for everything AI helps produce. Before AI-assisted work is published, sent outside the office, or used to make a decision, the employee reads all of it and checks every fact, date, number, name, and legal citation against the official source. Work outside the employee's area of expertise is also read by someone with that expertise. Public-facing materials are also approved by [NAME OR TITLE]. **6. Public records and retention.** Prompts, AI responses, and outputs created for office business may be public records under Chapter 119, Florida Statutes. They are kept according to the State of Florida General Records Schedules (GS1-SL for state and local government agencies and GS3 for election records, adopted by Rule 1B-24.003, Florida Administrative Code), as directed by the office's records management liaison officer (RMLO). Save final work products in the office's normal filing system. AI chats that are public records are covered by public records requests and litigation holds like any other record. **7. Accounts.** Use only office-approved work accounts for office business. Don't do office business in personal AI accounts, and don't use work accounts for personal use. Turn off model training in every account where the setting exists. Yellow information may be used only in the business-tier accounts approved in section 3. **8. Prohibited uses.** Employees may not use AI tools to: - make final determinations about any voter's eligibility or registration status; - write, change, or paraphrase statutory ballot language or official ballot text; - publish or send AI-generated content without human review; - process red information; or - connect an AI tool to the voter registration system, office email, or the county's Microsoft 365 or Google Workspace environment (tenant) without written approval from IT and the office's attorney. **9. Labeling AI-generated media.** Images, audio, and video created or substantially changed with AI and used in office communications are labeled [LABEL TEXT, such as "Image created with AI"]. AI is never used to create realistic images of real people, ballots, voting equipment, or polling places that could be mistaken for photographs. [OFFICE DECISION: whether AI-assisted written material also needs a label.] **10. Training.** Employees complete [TRAINING] before using AI tools for office business and review this policy [each year]. **11. Reporting problems.** Tell [NAME AND TITLE] right away if red or yellow information goes into an unapproved tool, if AI-generated content with an error is published, or if an AI tool does something unexpected. Don't delete the chat or file. It may be needed to understand what happened, and it may be a public record. **12. Review.** This policy will be reviewed by [DATE] and at least once a year, because AI tools and vendor terms change often. Approved by [NAME], Supervisor of Elections. Date: [DATE]. --- Florida's General Records Schedules (including GS1-SL and GS3): https://dos.fl.gov/library-archives/records-management/general-records-schedules/ Chapter 119, Florida Statutes (Online Sunshine): https://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&URL=0100-0199/0119/0119.html Rule 1B-24.003, Florida Administrative Code (flrules.org): https://www.flrules.org/gateway/ruleNo.asp?id=1B-24.003