For Florida election office staff

AI Safe Use Checklist

Office: ______________________
Approved tool(s): ______________

Before a file goes in the folder

Is it red? Social Security numbers, driver license or ID numbers, signatures, anything about preregistered 16/17-year-olds, vote-by-mail request records, protected voters’ addresses, bank or card numbers, passwords, network or security details, voting system software. Stop.
Could it hold personal info I haven’t checked? Remove it, or use only our approved business tool.
Is it a report or export from a system (voter registration, poll worker list, CSV, Excel)? I deleted every column with personal information first (addresses, birth dates, phone numbers, emails, ID numbers, and any name the job does not need), and only the cleaned file is in the project folder. The full export stays out.
I’m signed in to my work account, and training is off.
Right tool for the color: green any tool; yellow approved business plan, or Copilot inside our county’s Microsoft 365 account (our “tenant”); red none.

I’m in the desktop app, working in one project folder that holds only this job.
I said what to do, what to use (the official source), and what I want back, with sources listed.
I read each permission request before saying yes.
I didn’t click thumbs up or down on an office chat.

I read every page it made, as the person who knows this work. (Outside my expertise? Someone who knows it read it.)
Every date, time, address, statute number, and figure looks right to someone who knows it, or was looked up in the official source.
A second person read anything going to the public.
AI did not decide a voter’s eligibility or change statutory ballot language.
Images: no realistic ballots, equipment, polling places, or real people; real logo files only; alt text added; labeled per our policy.

Final output saved in our normal files (and the chat, if our records liaison says so).
Nothing deleted that’s a public record before its retention period ends.

Not sure? Go one color up, and ask your Supervisor or your office’s attorney.