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Waukesha City IT Board reviews redlined AI Acceptable Use Policy; staff to refine training and legal review before January
Summary
The board reviewed a redlined AI Acceptable Use Policy that shortens definitions, clarifies approved tools (including Microsoft Copilot), proposes a risk‑based approval model, and requires IT/HR/attorney review and training before formal approval in January.
IT staff walked the board through a redlined revision of the AI Acceptable Use Policy, saying the updated draft shortens and consolidates definitions, clarifies principles and reduces the number of "rules of use" while adding a risk‑based approval model for low, medium and high‑risk AI uses.
The presenter said the policy will permit only IT‑approved AI tools and listed Microsoft Copilot and city‑owned systems with integrated AI as initial approved tools because they operate within the city tenant and keep input data under city control. "Copilot is on our taskbar," the presenter said, and noted the tenant version is currently limited to basic uses such as rewording internal emails; higher‑capacity analytic uses would require licensed seats.
Under the proposal, IT would act as the primary reviewer for business cases and arbitrate risk levels. Medium‑ and high‑risk uses would also require supervisor, HR and legal review, staff said. The board asked for clearer operational ownership of training; the presenter said staff are pursuing UW‑Madison extension AI training (101/201, with a possible 301) and plan to integrate policy attestation with the city's training platform (KnowBe4) to track who has completed required instruction.
Members raised questions about version control and timestamping for AI outputs; staff said documents stored in SharePoint/OneDrive are versioned and that current systems prevent AI from retroactively changing timestamps. The presenter noted the draft still needs attorney review; City Administrator Tony Brown has seen the draft and staff will run it by the city attorney (Brian Running) and HR before returning the policy for consideration in January.
Board members generally welcomed the clearer, shorter draft but emphasized the need to define training, enforcement and the operational process for approving higher‑risk implementations before seeking formal approval.
