AI Intelligence Use Policy

Purpose and Scope

This policy establishes expectations for the safe, ethical, responsible, and effective use of AI by Library staff. The policy is for staff using AI tools for Library operations, including AI features within existing software and AI systems acquired or developed by the Library.

AI use must support the Library's mission and values and comply with applicable laws, regulations, professional ethics, and Library policies.

Security and Privacy

• Only Library-approved AI tools may be used for Library operations.
• AI tools must be evaluated for security, reliability, privacy, and appropriate use before approval.
• Staff must not enter patron, confidential, sensitive, or personally identifiable information into AI tools unless specifically authorized.
• AI use must comply with applicable privacy and confidentiality laws, including the Library Records Confidentiality Act, 75 ILCS 70/1 et seq.

Accuracy and Accountability

• Staff must review AI-generated content for accuracy, relevance, bias, and appropriateness before using or sharing it.
• AI does not replace professional judgment or staff accountability.
• Staff remain responsible for work created with AI assistance.
• AI-generated work should be identified when appropriate.

Equity and Bias

• AI should be used fairly and inclusively and should support equitable access to Library services.
• Staff should consider and address potential bias or discriminatory outcomes.

Sustainability

• When practical, the Library will consider the environmental and resource impacts of AI use.

Training and Review

• The Library will provide appropriate AI training and promote ongoing professional development.
• This policy will be reviewed and updated as AI technology, laws, regulations, and professional standards evolve.

Responsibilities

Department administrators are responsible for ensuring staff understand and follow this policy. Additional guidelines may be developed for specific departments or AI use cases as needed.