Artificial Intelligence Policy
Argyll and Bute Council · 8 May 2025
Back to Policy and Resources Committee — 8 May 2025 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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ARGYLL AND BUTE COUNCIL POLICY AND RESOURCES COMMITTEE CUSTOMER SUPPORT SERVICES 8 MAY 2025 ARTIFICIAL INTELLIGENCE POLICY 1.0 EXECUTIVE SUMMARY 1.1 Artificial Intelligence (AI) technologies are rapidly advancing and have the potential to support the Council by enhancing efficiency, improving operations and assisting with decision-making for some of its key services. Although the adoption of AI presents significant opportunities to enhance efficiencies in the Council, there are significant risks that must be carefully considered prior to adopting AI within Council operations. These risks are highlighted in a new AI Policy. All local authorities have been advised by Socitm, the Scottish Government, and the Digital Office to implement an AI Policy to help staff use AI in a safe and secure manner. 1.2 The policy is required to help establish guidelines for the Council in the use of AI technologies, and to ensure that the use of AI is ethical, complies with all applicable laws, regulations and Council policies, and complements the Council’s existing information and security policies including the Councils Acceptable Use Policy (AUP). 1.3 We are bringing this policy forward now because AI is much more available than it has been before. It is now available in our web search engines like Bing and Edge and is accessible via products such as ChatGPT. 1.4 It is important for all council users to recognise that Open versions of AI such as ChatGPT or web browsers that use CoPilot are not secure and should not be used when dealing with any council information that is confidential, personal or financial. Any information typed into these tools is openly available to anyone who uses them. 1.5 We will be introducing trials of secure CoPilot as part of our M365 environment for some council users later in the year. This will come at additional cost to our existing licenses, so will be implemented using a cost/benefit based approach. 1.6 The AI policy applies to all users of the Council’s data and systems with access to AI, including elected members. The policy dictates that AI must be used in a manner that promotes fairness and avoids bias to prevent discrimination and contribute positively to the Council’s goals and values, aligning with the Council’s equality and diversity policies.
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ARGYLL AND BUTE COUNCIL POLICY AND RESOURCES COMMITTEE CUSTOMER SUPPORT SERVICES 8 MAY 2025 ARTIFICIAL INTELLIGENCE POLICY 2.0 INTRODUCTION Background 2.1 Advanced AI technologies have been developed for use in our day-to-day ICT and Digital systems. Products such as CoPilot from Microsoft are now fully integrated within the M365 platform but, while they are designed to complete tasks very quickly and efficiently, they come at premium costs. These powerful tools must be used in accordance with law, and in a manner which promotes fairness while aligning with the Council’s equality and diversity policies. This new Artificial Intelligence Policy is required to help establish guidelines for the Council in the use of AI technologies, and to ensure that the use of AI is ethical, complies with all applicable laws, regulations and Council policies, and complements the Council’s existing information and security policies including the Councils Acceptable Use Policy (AUP). 3.0 RECOMMENDATIONS 3.1 The Policy and Resources Committee is asked to approve the new Artificial Intelligence Policy for onward progression to the Council. 3.2 Members are asked to note that this is a fast paced and rapidly changing area of technology and that revisions to this report may be required. Any material changes will be brought for the attention of this Committee. 4.0 DETAIL Applying the Policy 4.1 The Council is now recognised by the Accounts Commission as an Innovative Authority and is well placed to lead on a further series of transformational projects, using AI technology designed to support the council’s ambition for service improvement and sustainability through digital innovation. Services are keen to make use of AI based opportunities but the risks of doing so must be managed and the councils’ systems, data sets, employees, and customers adequately protected.
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4.2 The new policy provides the necessary guidance for all users of AI and recommends that a comprehensive Data Protection Impact Assessment (DPIA) and Security Assessment should be conducted for any project or process where use of AI is developed or deployed. It recognises that data entered into an AI system may enter the public domain and provides guidance on how service users can minimise any risks associated with regulatory requirements, customer or vendor contracts, or a compromise of intellectual property. 4.3 Users are encouraged to use AI for work-related purposes subject to adherence to this policy. This includes tasks such as generating text or content for reports, emails, presentations, images and customer service communications. The policy also encourages initiatives to enhance AI literacy and skills among all stakeholders, particularly those involved in developing AI solutions, as well as those using AI technologies in their work. 4.4 Appendix 3 of this report contains an initial AI factsheet to help explain some of the issues around AI. A much more detailed FAQ and guidance on how to apply the policy for staff and elected members will be developed and published on the Hub. 4.5 The pace of development and application of AI in this fast-changing environment is such that this policy will be subject to regular review. Any material changes to the policy will be brought back to committee for approval. 5.0 CONCLUSION 5.1 AI Technologies will help the Council deliver more efficient services. Their use should be encouraged but managed to ensure users are appropriately licenced, all applications are ethical and comply with all applicable laws, regulations and Council policies, and they complement the Council’s existing information and employment policies. 6.0 IMPLICATIONS 6.1 Policy: Introduces a new Artificial Intelligence policy. 6.2 Financial: None. 6.3 Legal: None. 6.4 HR: All staff to be made aware of guidance and governance arrangements outlined within the policy and comply with these. 6.5 Fairer Scotland Duty:
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6.5.1 Equalities - protected characteristics: positive impact identified. 6.5.2 Socio-economic Duty: None. 6.5.3 Islands: None. 6.6 Climate Change: AI uses significantly more electrical power than other forms of ICT processing and internet searches. Work will be done to assess how our developing approach to using AI impacts on our carbon reduction targets. 6.7 Risk: The policy is an important aspect of mitigating risks presented by AI use and potential breaches of information security and governance through the inappropriate use of technologies and publishing of data. 6.8 Customer Service: AI is a tool that will enhance our Customer Service Centre digital responses in quality and speed. 6.9 The Rights of the None. Child (UNCRC): Kirsty Flanagan Executive Director with responsibility for Customer Support Services Policy Lead: Councillor Mark Irvine April 2025 For further information contact: Jane Fowler, Head of Customer Support Services, jane.fowler@argyll-bute.gov.uk Gerry Wilson, ICT and Digital Manager, gerry.wilson@argyll-bute.gov.uk Stuart McGeachy, ICT Compliance and Security Officer, stuart.mcgeachy@argyll-bute.gov.uk APPENDICES Appendix 1: Artificial Intelligence Policy Appendix 2: Integrated Impact Assessment – Artificial Intelligence Policy Integrated Impact Assessment - Power Apps Appendix 3: AI Factsheet