How Castle Rock Fire Built an AI Policy Before the Tech Outpaced Governance
Artificial intelligence (AI) has rapidly integrated into local fire department operations, creating a pressing need for effective governance. The Castle Rock Fire and Rescue Department recognized the urgency to develop an AI policy to mitigate risks associated with unchecked AI usage.
Playing Catch-Up
The adoption of emerging technologies often lags behind their development. As AI tools like OpenAI’s ChatGPT became more prevalent, the Castle Rock Fire Department noticed that members were independently using AI to assist with critical tasks, such as writing fire and medical report narratives. This prompted concerns about the lack of guidance and control over AI usage.
Firefighters, while focusing on their core duties, began utilizing AI to streamline administrative tasks. However, the absence of a clear framework for managing AI posed significant administrative challenges that needed to be addressed swiftly.
Building the Policy
Upon deciding to manage AI usage, the department collaborated with Castle Rock’s IT department to draft a comprehensive policy applicable across all town departments. This policy aimed to be flexible enough to evolve with technology while providing clear directives for employees.
Key aspects of the policy include:
- Mandated Use of Paid Subscriptions: The town adopted a paid business subscription for the ChatGPT platform, ensuring compliance with data protection standards.
- Protection of Sensitive Information: The policy prohibits the use of personally identifiable information (PII) and protected health information (PHI) in chatbots, emphasizing the need for cautious data entry.
- Integration with Existing Software: The policy permits the use of internally integrated AI within approved software systems, like RMS and Microsoft Office, while allowing popular tools like Google.
Furthermore, the policy specifies situations where chatbots can be utilized, including grant writing, personnel evaluations, project management, and daily communications. A notable feature is the connection to SharePoint, facilitating conversational searches across essential documents.
The policy also underscores that users are responsible for the accuracy of AI-generated content, as chatbots may provide misleading information due to predictive modeling. Users must diligently review the chatbot outputs to ensure validity.
Take Early Action
As the department embraces AI, it has recognized both the efficiency gains and the learning curve involved. To mitigate this curve, users are encouraged to engage in free introductory courses and personalize their settings within the AI systems.
In conclusion, as AI technology continues to evolve, fire departments that proactively engage in policy development will be better positioned to guide its use effectively. This initiative transcends technical considerations; it embodies a leadership responsibility to ensure that AI serves both the agency and the communities they protect.
