Englewood City Implements Generative AI Usage Policy

The Rise of Generative AI in Municipal Workplaces

Generative AI is not just a trend; it’s a transformative force in how organizations, including municipalities, operate. By harnessing tailored algorithms that mimic human learning and decision-making processes, generative AI can produce entirely new content—from reports to creative projects. As noted by tech giant IBM, this technology exceeds simple data analysis, offering innovative solutions that have caught the attention of local governments.

Englewood’s Generative AI Usage Policy

Recently, the Englewood council took a proactive step by approving a generative AI usage policy for its employees. This policy seeks to establish ethical standards and appropriate applications of AI technology in a municipal work context. Such measures reflect a growing awareness and responsibility toward integrating advanced technology in daily administrative tasks.

Microsoft Copilot: The Chosen Tool

Central to Englewood’s policy is the endorsement of Microsoft Copilot, an AI-powered tool designed to enhance productivity and creativity across Microsoft products. The policy uniquely designates Microsoft Copilot as the sole approved AI tool for city employees, citing “security and data-retention purposes.” This choice underscores the need for municipalities to ensure their data security amid increasing reliance on digital tools.

Authorized Uses of Generative AI

Englewood employees are encouraged to leverage Microsoft Copilot for a variety of work-related tasks. These include drafting and editing documents, summarizing extensive information, generating ideas for presentations, and assisting with data analysis and research. The emphasis is on using the tool to increase efficiency while adhering to established city policies.

Compliance and Ethical Considerations

The policy explicitly states that the use of generative AI must be work-related, pre-approved by a supervisor, and compliant with all city laws. Central to this guideline is the prohibition against inputting confidential or sensitive information into AI systems. This approach underscores the importance of maintaining privacy and upholding ethical standards while navigating the capabilities of AI technologies.

Moreover, employees are cautioned against generating inappropriate or discriminatory content and are advised to avoid relying solely on AI-generated outputs. The need to verify the accuracy of such content ensures that the integrity of municipal communications remains intact.

Public Records and Transparency

As a public entity subject to Ohio public records laws, Englewood’s policy also highlights the necessity of retaining AI-generated content. All content produced using AI tools is subject to public records requests, emphasizing the need for transparency in municipal operations. This aspect ensures that the generated materials are managed according to the city’s established records retention policies.

Expanding Guidelines Across Ohio

Englewood’s forward-thinking policy may pave the way for other local municipalities to establish their own guidelines for generative AI use. In alignment with the direction set by the Ohio legislature, schools across the state have until July 1, 2026, to adopt policies governing AI use. This legislative push illustrates a broader recognition of the importance of adapting to technological advancements in various sectors.

Neighboring Municipalities’ Perspectives

In light of these developments, neighboring cities like Vandalia and Huber Heights are also considering how to approach generative AI. Vandalia’s spokesman, Rich Hopkins, expressed that while they don’t currently have a policy in place, it is certainly on their radar. Meanwhile, Huber Heights is in the process of creating its own regulations by engaging an AI consultant. This collaboration aims to guide policy development, assess risks, and align future AI use with best practices for security and governance.

Huber Heights city spokeswoman Sarah Williams articulated a commitment to ensuring any use of generative AI enhances efficiency while safeguarding transparency and accountability.

The Future of Generative AI in Governance

As local governments embrace generative AI, they grapple with balancing innovation and ethical considerations. The responsible integration of such technology, as seen in Englewood’s policy and the emerging interest from surrounding municipalities, is set to redefine how public entities operate in the digital age. While each city takes a unique path, the overarching goal remains the same: to leverage technology responsibly and effectively while serving their communities better.