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San Juan County adopts generative AI policy; council asks IT for detailed procedures
Summary
The county council adopted a generative AI use policy that requires IT approval for tools, bans input of PII/PHI, subjects AI outputs to public‑records rules, and mandates training. Council members asked IT to produce concrete implementation procedures and staff guidance before broad rollout.
San Juan County Council voted May 26 to adopt a countywide generative AI use policy after a presentation by IT Director Tony Harrell.
Harrell said the policy governs all county departments, boards and commissions using generative AI for government work. It requires that new AI technologies be submitted to IT for review, assigns oversight to an IT work group, and lists approved enterprise tools (notably Microsoft 365 Copilot). The policy prohibits input of confidential records (PII, HIPAA‑covered data, passwords) into external AI systems, requires supervisors to review public‑facing content generated with AI and subjects AI use to public records and retention rules.
Council reaction focused less on the policy’s content than on implementation. Multiple council members praised the policy’s principles but pressed IT on how the county will ensure employees actually verify AI outputs and follow prohibitions. Council member McVeigh summarized the concern: staff "must verify the accuracy" of machine outputs, but the policy lacks clear implementing steps on how verifications and oversight will occur.
Action and next steps: The council approved the resolution to adopt the policy. Staff said the IT work group will draft implementing procedures and department‑level guidance and that the draft procedures will be reviewed by department directors and shared with council. Harrell noted an initial approved enterprise application (Microsoft 365 Copilot) but said other platforms will be blocked by default until reviewed.
Why it matters: The policy governs tools that increasingly influence drafting, research and public communications. Council members emphasized that training and concrete procedures are essential to prevent misuse, inaccurate outputs and inadvertent disclosure of protected data.
