ENGLEWOOD, Ohio – May 8, 2024 – The city of Englewood is now operating under a new policy governing the use of generative artificial intelligence by its employees, a move signaling a broader trend among Ohio municipalities grappling with the technology’s potential and pitfalls.
Navigating the AI Frontier: How Cities are Defining Boundaries for New Technology
Local governments are beginning to establish guidelines for generative AI, balancing innovation with responsible implementation.
Key Takeaways
- Englewood, Ohio, has approved a policy for employee use of generative AI.
- Microsoft Copilot is the only approved AI tool for city employees in Englewood.
- The Ohio legislature has mandated AI usage policies for schools by July 1, 2026.
- Other cities, like Huber Heights, are actively developing their own AI regulations.
Generative AI goes beyond simply analyzing data; it creates entirely new content, functioning through algorithms designed to mimic human learning and decision-making, according to tech giant IBM. The Englewood City Council recently approved a policy outlining ethical standards and appropriate uses of the technology within a municipal work environment.
Currently, Microsoft Copilot—an AI program designed to boost productivity, creativity, and task completion across Microsoft products and the internet—is the sole AI tool authorized for use by city employees. This restriction is due to “security and data-retention purposes,” as stated in the policy.
Englewood employees can utilize Copilot to draft or revise documents, emails, and reports; condense extensive information; brainstorm ideas or outlines for presentations and communications; and aid in data analysis or research. However, the policy stipulates that all use must be work-related, supervisor-approved, and compliant with existing city policies and applicable laws.
What are the restrictions on AI use for Englewood city employees?
City employees are prohibited from entering confidential, sensitive, or personally identifiable information into any AI system, generating inappropriate or discriminatory content, using unapproved AI platforms for city business, or relying on AI-generated content without verifying its accuracy.
As a public entity subject to Ohio’s public records laws, any content generated or submitted using AI tools may be subject to public records requests. All AI-generated content must be retained and managed in accordance with the city’s established records retention policies.
Several other local municipalities are expected to develop similar guidelines. The Ohio legislature has directed schools throughout the state to adopt their own AI usage policies by July 1, 2026.
Vandalia officials acknowledge the need to address the issue. “This is something we will be looking at,” said city spokesman Rich Hopkins, indicating that the administration is considering developing a policy.
Huber Heights is actively creating its own regulations. City spokeswoman Sarah Williams stated this week that the city has engaged an AI consultant to guide policy development, assess risks and opportunities, and ensure future use aligns with best practices for security, transparency, and responsible governance. “As this work progresses, the city will consider how generative AI tools may support efficiency and service delivery while maintaining appropriate safeguards and oversight,” Williams added.