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HomeMy WebLinkAboutADM 030-003 Artificial Intelligence Use Procedure Procedure Procedure Title: Artificial Intelligence Use Procedure Number ADM 030-003 Reference Information Technology Policy ADM 030 Date Originated (m/d/y) January 6, 2026 Date Revised (m/d/y) Pages 7 Approval: Chief Administrative Officer Point of Contact Division Head, Information Technology Procedure Objective This Procedure provides guidance on the responsible use of Artificial Intelligence (AI) and outlines the requirements for ensuring transparency, accountability, and ethical practices for its use. AI is a transformative technology that enables machines to perform tasks typically requiring human intelligence, such as decision-making, problem-solving, learning, and pattern recognition. The Corporation of the City of Pickering (City) recognizes the immense potential of AI to enhance public services, increase operational efficiency, and provide innovative solutions to community challenges. This Procedure is to establish expectations for responsible, ethical and appropriate use of AI and affirms the City’s commitment to deploying AI responsibly, ethically, and transparently. The use of AI tools requires awareness and consideration around bias, information security, privacy, confidentiality, intellectual property, accuracy, environmental impacts, public trust, and employee engagement and experience. The use of AI tools in the workplace must be in a manner consistent with this Procedure and other applicable City Policies; it must also comply with applicable legislation, regulations, intellectual property rights and the provisions of any contracts binding on the City. The City is committed to protecting all confidential information. This Procedure will be monitored annually by Information Technology (IT) staff and amended as required to align with emerging Federal and Provincial legislation, regulations, and best practices surrounding the use of AI across all Departments. All City employees are required to familiarize themselves with and follow the best practices outlined in this Procedure and to review this Procedure regularly as it is updated. Procedure Title: Artificial Intelligence Use Page 2 of 7 Procedure Number: ADM 030-003 Guiding Principles The following principles form the ethical and operational foundation for the City’s approach to AI: • Ethical: AI must respect human rights, dignity, and fairness. All uses must be free of discrimination and bias. • Lawful: All AI applications must comply with current laws and regulations, including accessibility and privacy standards. • Accountable: Clear governance structures must be in place for oversight and accountability, including naming responsible parties. • Secure and Private: Data security protocols and personal privacy protections must be embedded into AI systems by design. • Human-Centered: AI tools are designed to complement the work staff do by improving efficiency and supporting service delivery. They do not replace staff roles or responsibilities. Residents will always have direct access to assistance from City employees. The purpose of this Procedure is to establish guardrails, responsibilities and expectations for equitable, responsible, ethical, and appropriate use of AI tools by City staff. Index 01 Definitions 02 Procedures 03 Responsibilities 04 Application 05 Related Information 06 Inquires 01 Definitions 01.01 Artificial Intelligence (AI) - refers to computer systems, software, or algorithms designed to perform tasks that typically require human intelligence. These tasks may include recognizing patterns, analyzing information, making predictions, understanding language, generating content, or assisting with decision-making. AI systems learn from data, follow programmed rules, or use advanced models to provide recommendations, automate routine functions, or enhance human capabilities while remaining under human oversight and control. Procedure Title: Artificial Intelligence Use Page 3 of 7 Procedure Number: ADM 030-003 The inputs to these applications can be as simple as a written prompt and the output can be a complex piece of content. AI’s capabilities extend to tasks such as speech recognition, content generation and summarization, memo and email writing, data analysis, translation, decision-making and more. AI can be used in standalone applications, like web-based platforms, or integrated into other software applications. 01.02 Bias - Bias is the favouring towards or against one person, group, or thing, usually in a way considered to be unfair. Biases can interfere with impartiality, be conscious or unconscious, and be institutionalized into policies, practices, and structures. 01.03 Confidential Information - Confidential information is any information entrusted to the City to conduct its services which is non-public, and which may also be protected by statute. It includes commercially sensitive information, financial information, information that constitutes intellectual property and personal information as defined in the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). Any question about whether any specific information is Confidential Information should be referred to the City Solicitor or the City Clerk. 02 Procedures All Employees must complete Cyber Security Training before using AI. Employees have an ongoing responsibility to complete all the mandatory AI specific training as it becomes available to continue using AI. 02.01 Approved AI Platform To ensure security, compliance, and responsible use of AI, the City authorizes the use of Microsoft Copilot as the sole approved AI tool. Employees must not use any other AI tools or services (including but not limited to ChatGPT, Google Gemini, DeepSeek or similar platforms) for City business unless explicitly approved by the Director, Corporate Services & City Solicitor and the Division Head, Information Technology. All AI interactions must occur within the City’s licensed Microsoft 365 environment to ensure that data governance, privacy, and retention standards are maintained. 02.02 Bias and Discrimination (a) AI use must be consistent with City’s Corporate Strategic Plan priorities to advocate for an inclusive, welcoming, safe and healthy community; and advance innovation and responsible planning to support a connected, well-serviced community, the Information Technology Policy ADM 030, the Freedom of Information and Protection of Privacy Policy ADM 050, the Employee Code of Conduct Policy HUR 050, Respectful Conduct Policy ADM 260, the Accessibility Policy ADM 090, the Equity, Diversity, and Inclusion Strategy, and any other relevant City equity and human rights-related policies and procedures. AI-created content Procedure Title: Artificial Intelligence Use Page 4 of 7 Procedure Number: ADM 030-003 requires human review to ensure that it is not inappropriate, discriminatory, or otherwise harmful to employees, members of the public or anyone else. (b) AI use must not involve profiling or categorization that may lead to unfair, unethical, or discriminatory treatment that is contrary to the Canadian Human Rights Act (RSC, 1985, c. H-6) and the Ontario Human Rights Code, R.S.O. 1990, C. H.19, as well as the collection, use, or disclosure of personal information for purposes that are known or likely to cause significant harm to individuals or groups, or activities which are known or likely to threaten fundamental rights and freedoms. 02.03 Information Management and Security (a) Where AI is used as part of a decision-making process, ensure that all related documentation is maintained in accordance with the City’s record retention and information management policies. This includes records of the data used, the decision-making criteria, and the outcomes generated. (b) Accounts created to use AI tools must be created using City credentials and contact information, on City-managed technological assets. (c) The IT Department will procure AI software in accordance with the City’s procurement, privacy and records management policies. 02.04 Privacy and Confidentiality (a) Collection, use and disclosure of confidential information must only be for appropriate and lawful purposes and be consistent with the MFIPPA and the Records Management Policy ADM 060. (b) Privacy incidents or breaches must be identified, reported, investigated, and mitigated following the Corporate Privacy Breach Procedure ADM 050-002. 02.05 Accuracy and Reliability (a) Outputs of AI, including links to source materials, must always be reviewed and fact-checked by employees who are subject matter experts for accuracy and to assess the risk of infringement on intellectual property rights before the results are included in City materials and products. Accountability for decisions rests with the user, and not with any kind of AI used to support the decision-making process. Procedure Title: Artificial Intelligence Use Page 5 of 7 Procedure Number: ADM 030-003 02.06 Transparency and Accountability (a)All City employees will discuss their intended use of AI technology with their supervisors and/or managers and receive pre-approval to ensure awareness of all approved uses of AI within their Department. (b)All City employees will be forthcoming and transparent with their use of AI technology. (c)The use of AI to develop or generate materials should be done in a manner that is consistent with departmental policies, procedures and best practices, and must be reviewed, fact-checked, and validated by the employee to avoid inaccuracies, bias, or misrepresentation that could negatively impact the City’s reputation. All sources of AI generated content must be verified by the employee. 02.07 Non-Compliance (a)The City reserves the right to access and monitor the use of AI applications on any corporate-issued devices or that appear on corporate-managed networks to ensure compliance with Information Technology Policy ADM 030. (b)All City employees are expected to comply with applicable laws, regulations, and City policies. Users who fail to comply with any provision of this Procedure may be subject to discipline up to and including termination of employment. Any AI-related activities which violate applicable laws will be reported to external law enforcement. (c)All supervisors and/or managers are expected to report instances of non- compliance with this Procedure to Division Head, Information Technology. 03 Responsibilities 03.01 Chief Administrative Officer to: (a)maintain a thorough knowledge of this Procedure; and (b)approve this Procedure and any amendments as required. 03.02 Division Head, Information Technology to: (a)maintain a thorough knowledge of this Procedure and ensure it is updated accordingly to AI applications, industry standards and government legislation. Procedure Title: Artificial Intelligence Use Page 6 of 7 Procedure Number: ADM 030-003 03.03 Directors, Division Heads, Managers, and Supervisors to: (a) maintain a thorough knowledge of this Procedure; (b) set Departmental goals for AI adoption, staff training, and monitoring AI - enhanced workflows for efficiency improvements; (c) ensure that all personal and confidential information is managed in accordance with this policy; and, (d) ensure all City employees have completed the mandatory training. 03.04 City Employee to: (a) maintain a thorough knowledge and comply with this Procedure; and (b) protect personal and confidential information in accordance with City Policies and Procedures. 04 Application 04.01 This Procedure applies to the use of AI by all employees, of the City. 05 Related Information 05.01 The City Policy and Procedures Manual including the following policies, and procedures: (a) Privacy Breach Procedure ADM 50-002 (b) Information Technology Policy ADM 030 (c) Mobile Electronic Devices Policy ADM 080 (d) Code of Conduct Policy ADM 070 (e) Respect in the Workplace Policy HUR 070 (f) Freedom of Information and Protection of Privacy Policy ADM 050 (g) Personal Computer Procedure ADM 030-001 (h) Computer Software Procedure ADM 030-002 (i) Records Management Policy ADM 060 (j) Hiring Policy HUR 040 (k) Employment Standards Act Procedure Title: Artificial Intelligence Use Page 7 of 7 Procedure Number: ADM 030-003 (l) Municipal Freedom of Information and Protection of Privacy Act (m) Ontario Human Rights Code 06 Inquiries 06.01 For further information regarding this Procedure or the appropriate use of AI, please reach out to the Division Head, Information Technology.