Guidance for Staff: Using Generative AI (GenAI) Tools

1. What is GenAI?

·       GenAI refers to tools like ChatGPT, Google Bard, and Microsoft Copilot that can create text, images, audio, or code.

·       These tools help with tasks such as drafting emails, summarising documents, and generating reports, but they do not “know” facts and can produce inaccurate or biased outputs.

2. Who Does This Apply To?

·       All staff, including employees, agency workers, elected members, volunteers, and contractors using Council digital facilities, must follow this guidance.

3. Key Principles for Using GenAI

·       Fairness & Equality: Use GenAI fairly, avoid bias, and support equality.

·       Governance: Be familiar with this policy before using GenAI. If unsure, consult the Information Governance Team.

·       Procurement: Any new GenAI systems must comply with Council procurement rules.

·       Supplier Standards: Suppliers must provide evidence of fairness, bias mitigation, security, and data handling.

4. Copyright & Accuracy

·       Do not use GenAI to create or share content that infringes copyright.

·       Always review and edit GenAI outputs for accuracy before use. Do not use content if you are unsure of its correctness.

5. Confidentiality & Data Protection

·       Never enter confidential or personal information into public GenAI tools (e.g., names, addresses, sensitive case details).

·       Follow all data privacy laws and Council policies. If in doubt, do not use GenAI for sensitive data.

6. Ethical Use

·       Do not use GenAI to create discriminatory, offensive, or inappropriate content.

·       If unsure about the appropriateness of GenAI use, consult your line manager.

7. Human Oversight

·       All significant decisions supported by GenAI must be explainable and documented.

·       Human review is required before applying GenAI outputs, especially for decisions affecting individuals or communities.

8. Risks & Compliance

·       Be aware of risks: legal, bias, security, data sovereignty, and safeguarding.

·       GenAI can produce “hallucinations” (plausible but incorrect outputs). Always verify information.

·       Using GenAI inappropriately may lead to disciplinary action.

9. Accessibility & Welsh Language

·       Ensure GenAI tools and outputs meet accessibility and Welsh Language Standards where required.

10. Support & Contacts

·       For questions about using GenAI, contact the Information Governance Team or Legal Services (legalservices@carmarthenshire.gov.uk).

Note

·       Compliance with this guidance is mandatory. Breaches may result in disciplinary action.