City of Fontana
POLICY AND PROCEDURES
Subject:
Artificial Intelligence
Page
1 of 3
Section
70-
Effective Date
02-11-2025
Issued Date
02-11-2025
Resolution Number: 20XX-
Approval Date:
I. PURPOSE
The purpose of this Artificial Intelligence (AI) Policy is to establish guidelines, principles, and standards for the responsible development, deployment, purchase, and use of AI technologies by staff and public officials of the City of Fontana. This policy aims to ensure adherence to ethical considerations and standards, transparency, and accountability in all AI-related activities, while promoting innovation and mitigating potential risks.
II. GENERAL POLICY
The City of Fontana is committed to harnessing the benefits of AI while upholding fundamental ethical principles. This policy encompasses ethical guidelines, regulatory compliance, data privacy, transparency, security, and the protection of sensitive data in the context of AI technologies.
III. SCOPE
This policy applies to all AI-related activities conducted by City of Fontana staff, elected officials, consultants, contractors, and volunteers. This policy includes but is not limited to AI research and development, deployment and use of AI technology, AI systems, data handling for AI purposes, and collaborations with external entities involving AI technologies.
IV. POLICY
Ethical Guidelines
The City of Fontana will prioritize ethical considerations in the design and use of AI, ensuring fairness, transparency, accountability, and non-discrimination.
AI technologies and use cases will be vetted by the Innovation and Technology department to identify and address bias in algorithms and decision-making processes.
Data Privacy
The City of Fontana will comply with applicable law related to individuals’ privacy rights in the collection, processing, and storage of data by AI systems.
The City of Fontana will ensure that privacy is preserved in all AI systems by safeguarding personally identifiable information (PII) and sensitive data from unauthorized access, disclosure, and manipulation.
Use of AI technologies will comply with all data privacy and security standards such as Health Insurance Portability and Accountability Act (HIPAA), Criminal Justice Information Systems (CJIS), Internal Revenue Service (IRS), and the California Consumer Privacy Act (CCPA) to protect Personally Identifiable Information (PII), Protected Health Information (PHI), or any sensitive data in generative AI prompts.
Transparency
The City of Fontana will ensure transparency in AI systems by notifying the public of its use of AI technology to enhance City operations.
Security
The City of Fontana will implement measures to address cybersecurity concerns associated with AI technologies.
The City of Fontana will put into place safeguards to protect AI systems from malicious use and external attacks.
Accountability:
Employees will report the use of AI-technology to the Innovation and Technology department and will create an account for use of AI in their role at the City. Employees are solely responsible for ensuring the quality, accuracy, and regulatory compliance of all AI generated content utilized in the scope of employment.
All AI generated content must cite the source and or provide a disclaimer acknowledging the use of AI technology.
The Innovation and Technology department is required to monitor and evaluate all AI products before they are used in the City to ensure they are meeting security and risk management criteria.
V. PROHIBITED USE
Unauthorized Access: Do not use AI tools to access data or systems you are not authorized to use.
Personally Identifiable Information: Do not enter personally identifiable information (PII) into open and public AI systems.
Unlawful Activities: AI tools must not be used for any illegal, harmful, or malicious activities. This includes activities that perpetuate unlawful bias, automate unlawful discrimination, and produce other harmful outcomes.
Data Entry: Do not enter internal, sensitive, or restricted data into any generative AI tool or service. No AI tool currently meets the City’s security, privacy, and compliance standards for handling anything besides public data.
IV. ENFORCEMENT
This AI policy will be enforced by the Innovation and Technology Department and, where necessary, Human Resources and/or the City Manager. Violations of this policy may result in disciplinary action, including but not limited to retraining, suspension, or termination, depending on the severity and nature of the violation.
VII. DEFINITIONS
Terms
Definitions
Artificial Intelligence or AI
A machine-based system that can, for a given set of human-defined objectives, make predictions, recommendations, or decisions influencing real or virtual environments. Artificial intelligence systems use machine- and human-based inputs to perceive real and virtual environments; abstract such perceptions into models through analysis in an automated manner; and use model inference to formulate options for information or action. AI includes the following:
1. Any artificial system that performs tasks under varying and unpredictable circumstances without significant human oversight, or that can learn from experience and improve performance when exposed to data sets.
2. An artificial system developed in computer software, physical hardware, or other context that solves tasks requiring human-like perception, cognition, planning, learning, communication, or physical action.
3. An artificial system designed to think or act like a human, including cognitive architectures and neural networks.
4. A set of techniques, including machine learning, that is designed to approximate a cognitive task.
5. An artificial system designed to act rationally, including an intelligent software agent or embodied robot that achieves goals using perception, planning, reasoning, learning, communicating, decision making, and acting.
Algorithm
A series of logical steps through which an agent (typically a computer or software program) turns particular inputs into particular outputs.
AI system
Any system, software, sensor, or process that automatically generates outputs including, but not limited to, predictions, recommendations, or decisions that augment or replace human decision-making. This extends to software, hardware, algorithms, and data generated by these systems, used to automate large-scale processes or analyze large data sets.
PII
Personally identifiable information (PII) is information that, when used alone or with other relevant data, can identify an individual. PII data is considered sensitive data.
Open AI vs Closed AI
Open AI refers to models that are available to the public, including their use, and the architecture for development.
Closed AI refers to models that are only accessible by our organization.
For the purposes of generative AI, the IT department considers all models to be open and unsecured.
Sensitive Data
Information protected against unwarranted disclosure. Sensitive data involves a wide range of compliance categories including but not limited to:
Health Insurance Portability and Accountability Act (HIPAA) Criminal Justice Information Systems (CJIS)
Internal Revenue Service (IRS)
California Consumer Privacy Act (CCPA)
Personally Identifiable Information (PII)
Protected Health Information (PHI)
New Policy
Distribution: All Employees
File in City Administrative Manual
File in City Administrative Manual
Distribution: All Employees
draft
City of Fontana
POLICY AND PROCEDURES
Subject:
Artificial Intelligence
Page
2 of 5
Section
70-x
Effective Date
02-11-2025
Issued Date
02-11-2025
Resolution Number: 20xxx
Approval Date: