Acceptable Use of Artificial Intelligence Policy

Board Policy:
DATE REVIEWED: 5/19/2025
DATE APPROVED: 5/19/2025
EFFECTIVE DATE: 5/26/2025
REPLACING POLICY EFFECTIVE: NEW

Pickerington Public Library (PPL) may use artificial intelligence (AI) technologies to execute work more efficiently. This policy outlines the responsible and ethical use of AI, including generative AI and other AI tools, to ensure alignment with organizational values, safeguard privacy and security, and define the consequences of policy violations.

This policy applies to all PPL employees, including full-time, part-time, temporary, and contract staff, administrative staff and the Library’s Board of Trustees who utilize AI tools in the course of their job duties.

Employees utilizing generative AI technologies are required to adhere to established guidelines promoting the responsible and ethical use of these tools. This is essential to ensure that the application of AI aligns with organizational values, enhances operational efficiency, and upholds standards of confidentiality and security.

PPL is committed to the ethical, transparent, and responsible use of AI technologies in a manner that supports human-centered services and respects the dignity of customers and staff.

The Director or their designee are authorized and expected to restrict or prohibit the use of AI tools that put the organization’s technology at risk or are deemed inappropriate, insecure, or misaligned with the organization’s mission, vision, or values.

This policy will be reviewed regularly to adapt to evolving technologies, regulations, and organizational needs.

Definitions

For the purpose of this policy, the following definitions apply:

• Artificial Intelligence (AI): The use of computer systems or algorithms to perform tasks that typically require human intelligence, such as decision-making, language translation, visual perception, and pattern recognition.
• Generative AI: A subset of artificial intelligence that can produce new content such as text, images, audio, or code, based on prompts or inputs. Examples include tools like ChatGPT, DALL·E, and similar platforms.
• AI Tools: Software or platforms that leverage artificial intelligence to assist with tasks such as writing, editing, data analysis, customer interactions, and creative development. These may include both generative and non-generative AI systems.
• Personally Identifiable Information (PII): Any data that could be used to identify a specific individual. Examples include full name, birthdate, address, email address, Social Security number, or any other information that, alone or in combination, can identify an individual.
• Sensitive Information: Any information that is confidential, proprietary, or subject to privacy laws and regulations, including but not limited to customer data, employee records, medical information, and financial data.

Employees are expected to safeguard Personally Identifiable Information (PII), sensitive information, and all customer and employee data when using AI tools. Under no circumstances should such information be entered into AI platforms. Use of AI must comply with all applicable privacy laws, including the Ohio Revised Code provisions on library records confidentiality (Ohio Revised Code 149.432), and with PPL’s internal confidentiality policies.