# AI safe use card (one page)

Keep this by the computer. From AI for Florida Elections, a free educational site (not an official policy of any Supervisor of Elections office): https://ai-for-florida-elections.vercel.app/safe-use/

## What color is it?

- **Green: public.** Published manuals, statutes, our own web pages. Go ahead.
- **Yellow: think first.** Internal drafts, contracts, staff email. Only an approved business tool, and clean out personal information first.
- **Red: never.** Voter records, Social Security numbers, driver license or ID numbers, signatures, protected addresses, passwords, security details. Not in the folder, not attached, not typed in, not spoken.

Not sure? Treat it as the more serious color and ask your supervisor or your office's attorney.

## Starting from an export? Clean it first.

An export from the voter registration system, a poll worker list, or any CSV or Excel file can hold personal information.

1. **First**, delete every column that holds it: addresses, dates of birth, phone numbers, emails, ID numbers, and any name the job does not need.
2. **Then** put only the cleaned file in the AI project folder.

Doing that work first is what makes the folder safe. The full export stays out of the folder.

## While you work

- Use the desktop app, in one project folder that holds only this job.
- Say what to do, what to use, and what you want back. Ask for a list of sources.
- Read each permission request before you say yes.
- Skip the thumbs-up and thumbs-down buttons on work chats.

## Before anyone else sees it

- Read every page it made. You know this work, so you are the check.
- Outside what you know? Hand it to someone who does.
- Check every date, number, address, and law against the official source.
- A second person reads anything the public will see.
- AI never decides a voter's eligibility or changes ballot language.

## Records

Work chats and the files they make can be public records. Save what you use in your normal files, and ask your records management liaison officer (RMLO) what to keep and for how long.