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ARTIFICIAL INTELLIGENCE USE POLICY

Purpose

The Library recognizes that artificial intelligence (AI), including generative AI tools, is an emerging technology that may support learning, creativity, and library operations. This policy establishes guidelines for the responsible and ethical use of AI technologies by library staff and patrons while protecting patron privacy, intellectual freedom, and information integrity.

The Library supports thoughtful exploration of AI technologies while ensuring compliance with applicable laws, municipal policies, and professional library standards.

Scope - This policy applies to:

  • AI tools made available on Library devices, networks, or accounts.
  • Staff use of AI tools for Library business, including when using non-Library devices or accounts in an official capacity.

Definition: For the purposes of this policy, artificial intelligence (AI) refers to computer systems designed to perform tasks typically requiring human intelligence, including generating text, images, audio, code, or analysis based on user prompts.

Patron Use of AI

The Library may provide access to AI tools for patron use as part of its technology services. Patron use of AI tools must comply with the Library’s existing computer use and acceptable use policies. Patrons using AI tools provided by the Library should be aware that:

  • AI-generated content may be inaccurate, incomplete, or biased.
  • AI tools should not be used to submit or store sensitive personal information.
  • The Library cannot guarantee the privacy practices of third-party AI providers.

To help protect patron privacy, the Library will regularly clear data and usage information from publicly available AI stations to the extent feasible and consistent with City technology practices. 

Staff Use of AI

Library staff may use AI tools to support professional work activities such as:

  • Drafting or editing internal documents that do not include confidential, personnel, or administrative information
  • Brainstorming ideas
  • Retrieving and summarizing information
  • Assisting with program development or marketing content
  • User assistance and support

When using AI tools, staff must:

  • Avoid entering confidential or personally identifiable information
  • Where possible, review and verify AI-generated information before using it publicly
  • Follow applicable city technology policies
  • Avoid using AI-generated content that does not comply with copyright and intellectual property standards

Staff will remain responsible for the final content and decisions associated with their work.

AI tools will not be used to process, store, or analyze:

  • Patron records
  • Circulation data
  • Personally identifiable information
  • Confidential, personnel, or administrative information

Staff must follow all applicable privacy laws and municipal policies regarding data security.

Board of Directors
Provo City Library
Approved July 8, 2026