Addendum_#1_vendor-ai-policy.pdf
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- Attached to
- AI PLAN REVIEW SOFTWARE
- Solicitation number
- 25-P-00143
- Issued by
- Hillsborough County, Florida
About this file
This document is an Information Security Policy for Artificial Intelligence (AI) Usage and Vendor Responsibilities, created by the City of Tampa, Florida, with Policy # PL-5.1.2. The policy, effective July 1, 2024, establishes comprehensive guidelines for the ethical and responsible use of AI technologies by the City of Tampa and its vendors. It defines AI as systems capable of performing tasks typically requiring human intelligence, such as learning, reasoning, problem-solving, and language understanding, and applies to all AI systems used by the city and its third-party vendors.
The policy outlines strict requirements for vendor selection, including commitments to ethical AI principles, transparency, and compliance with local, state, and federal regulations. Key vendor responsibilities include providing algorithmic transparency, implementing robust security measures, using diverse training datasets, and establishing clear data ownership and retention policies. The document emphasizes the importance of bias mitigation, privacy protection, and accountability, with provisions for regular monitoring, external audits, and immediate corrective actions in case of AI system errors or unintended consequences. The policy was created by Martin Zinaich, CISO, and approved by Eric Hayden, CTO/CIO, with a commitment to periodic reviews and updates to reflect evolving technologies and ethical considerations.
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Policy # PL-5.1.2 PUBLIC Page 1 of 3
Information Security Policies
Artificial Intelligence Usage and Vendor Responsibilities Policy # PL-5.1.2 Effective Date [07/01/2024] Email securityoffice@tampagov.net
Version 1.0 Contact Martin Zinaich, CISO
Phone 813.274.8547
OVERVIEW
As the City of Tampa embraces technological advancements, the use of artificial intelligence (AI) holds great potential for enhancing public services, efficiency, and innovation. This policy outlines the guidelines and responsibilities associated with the deployment of AI technologies by the City of Tampa and its vendors.
OBJECTIVE
The primary objective of this policy is to ensure the ethical, responsible, and transparent use of AI technologies to benefit the community while safeguarding privacy, equity, and accountability.
DEFINITION AND SCOPE
Artificial Intelligence (AI): For the purpose of this policy, AI refers to systems and technologies that can perform tasks that typically require human intelligence, such as learning, reasoning, problem-solving, perception, and language understanding.
Scope: This policy applies to all AI systems used by the City of Tampa and any third-party vendors engaged for or utilizing AI-related services.
ETHICAL CONSIDERATIONS
• All AI systems used by the City of Tampa must adhere to ethical principles, including fairness, transparency, accountability, and the protection of privacy and human rights.
• Bias mitigation measures should be implemented to prevent discriminatory outcomes, ensuring that AI systems treat all individuals and communities fairly.
PRIVACY AND SECURITY
• The City of Tampa and its vendors must comply with existing data protection laws and regulations, ensuring the privacy and security of citizens' information.
• Transparent data governance policies must be in place, clearly defining the collection, storage, and use of data in AI applications.
Policy # PL-5.1.2 PUBLIC Page 2 of 3
VENDOR RESPONSIBILITIES
Vendor Selection: The City of Tampa will require that vendors commit to ethical AI principles and transparency, in addition to adherence to any local, State and Federal regulations that govern the use of AI.
Algorithmic Transparency: Vendors must provide detailed information on the algorithms used in their AI systems, allowing for external audits and assessments.
Data Ownership and Retention: Vendors must clearly define data ownership rights and specify the duration for which data will be retained. Data collected for AI purposes will not be used for any other purposes without explicit consent.
Security Measures: Vendors are required to implement robust security measures to protect AI systems from unauthorized access, data breaches, and other security threats.
Training Data: Vendors must use diverse and representative datasets for training AI models to minimize biases and ensure the fairness of outcomes.
ACCOUNTABILITY AND TRANSPARENCY
• The City of Tampa and its vendors must establish mechanisms for explaining AI decisions and actions to the public, ensuring transparency in the use of AI technologies.
• In the event of AI system errors or unintended consequences, vendors and the City of Tampa must take immediate corrective actions and inform the affected parties.
COMPLIANCE AND MONITORING
• The City of Tampa will regularly monitor the implementation of this policy and assess vendors' compliance through audits and reviews.
• Vendors must promptly respond to any requests for information from the City of Tampa regarding AI system performance, security, and adherence to ethical principles.
REVIEW AND UPDATES
This policy will be subject to periodic review and updates to reflect evolving technologies, ethical considerations, and legal requirements.
CONCLUSION
By adhering to this policy, the City of Tampa aims to harness the benefits of AI while ensuring the responsible and ethical use of these technologies in the best interest of its citizens.
REFERENCES
None.
Policy # PL-5.1.2 PUBLIC Page 3 of 3
RELATED DOCUMENTS
None.
APPROVAL AND OWNERSHIP
Created By Title Date Signature
Martin Zinaich CISO 07/08/2024
Approved By Title Date Signature
Eric Hayden CTO/CIO [07/09/2024]
REVISION HISTORY
Version Revision Date Review Date Description
1.0 07/08/2024 [07/09/2024] Final Version 1.0
Note: A hard copy of this document is for reference only and the latest approved version is located on the City of Tampa Intranet – Information Security Office site (Permalink)
File details come from the government source that posted it. Updated .