RC-AI-01 REEVES COUNTY ARTIFICIAL INTELLIGENCE (AI) GOVERNANCE AND ACCEPTABLE USE POLICY

Based on Texas Government Code §2054.702, DIR's AI Code of Ethics requirements for local governments, and emerging Texas county practices, the following policy is designed as a comprehensive County Artificial Intelligence Governance and Acceptable Use Policy suitable for adoption by a Texas Commissioners Court. Texas law now requires local governments using AI systems to adopt an AI ethics code and governance framework. (dir.texas.gov)

REEVES COUNTY ARTIFICIAL INTELLIGENCE (AI) GOVERNANCE AND ACCEPTABLE USE POLICY

Policy Number

RC-AI-001

Effective Date

[To Be Determined]

Approved By

Reeves County Commissioners Court

1. PURPOSE

The purpose of this policy is to establish standards for the ethical, secure, transparent, and responsible use of Artificial Intelligence (AI) technologies within Reeves County government.

This policy ensures compliance with Texas Government Code Chapter 2054, Texas Department of Information Resources (DIR) Artificial Intelligence Code of Ethics, applicable federal and state laws, public records requirements, cybersecurity standards, and county operational policies.

2. POLICY STATEMENT

Reeves County recognizes that AI technologies can improve efficiency, customer service, productivity, data analysis, and public services. However, AI systems must be used in a manner that:

• Protects public trust.
• Preserves privacy and confidentiality.
• Prevents discrimination.
• Maintains human oversight.
• Ensures accountability.
• Supports transparency.
• Protects County information assets.

No AI system may replace the authority or responsibility of County officials and employees.

3. SCOPE

This policy applies to:

• All elected officials.
• All County employees.
• Temporary employees.
• Contractors.
• Consultants.
• Volunteers.
• Third-party vendors providing AI-enabled solutions to the County.

This policy applies to all AI technologies used on:

• County-owned systems.
• County-owned devices.
• County-managed networks.
• County-provided software.
• County data environments.

4. DEFINITIONS

Artificial Intelligence (AI)

A machine-based system that can generate predictions, recommendations, content, classifications, or decisions influencing real or virtual environments.

Examples include:

• ChatGPT
• Microsoft Copilot
• Google Gemini
• Claude
• AI-powered document analysis
• AI-enabled GIS systems
• AI-assisted customer service systems
• Predictive analytics platforms

Generative AI

AI capable of creating:

• Text
• Images
• Audio
• Video
• Code
• Reports

High-Risk AI System

An AI system that significantly influences:

• Employment decisions
• Permitting decisions
• Licensing decisions
• Law enforcement activities
• Legal determinations
• Public benefits decisions
• Procurement evaluations
• Financial decisions

5. GUIDING PRINCIPLES

All County AI usage shall follow these principles:

Human Oversight

Humans remain responsible for all decisions.

Fairness

AI shall not be used to discriminate against individuals or groups.

Accuracy

Outputs must be reviewed and validated before use.

Transparency

County users shall disclose AI usage when required.

Privacy

Protected information shall not be entered into unauthorized AI systems.

Security

AI systems shall comply with County cybersecurity standards.

Accountability

County employees remain accountable for all work products generated using AI.

These principles align with Texas DIR AI ethics requirements. (dir.texas.gov)

6. ACCEPTABLE USE

Employees may use approved AI systems for:

• Drafting correspondence.
• Research assistance.
• Report preparation.
• Meeting summaries.
• Data analysis.
• Code generation.
• Document formatting.
• Public information content drafting.

All AI-generated outputs must be reviewed by a County employee before use.

7. PROHIBITED USES

Employees shall not use AI to:

Confidential Data Processing

Submit:

• Criminal justice information.
• Medical information.
• Personnel records.
• Social Security numbers.
• Driver license numbers.
• Taxpayer information.
• Election data.
• Attorney-client privileged information.
• Sensitive law enforcement information.

into public AI systems.

Autonomous Decision Making

AI shall not independently make:

• Hiring decisions.
• Firing decisions.
• Promotion decisions.
• Permit approvals.
• Permit denials.
• Contract awards.
• Enforcement actions.
• Benefit determinations.

Deceptive Content

AI shall not be used to create:

• Deepfakes.
• Fraudulent communications.
• Misleading public information.

Political Activities

AI shall not be used for political campaigning or partisan activities using County resources.

8. DATA CLASSIFICATION REQUIREMENTS

Before using AI, employees must determine data classification.

When uncertainty exists, employees shall consult Information Technology.

9. AI DISCLOSURE REQUIREMENTS

When AI substantially contributes to:

• Public reports
• Public-facing communications
• Published studies
• Citizen-facing content

the County may disclose:

"Portions of this document were generated or assisted by Artificial Intelligence and reviewed by County personnel."

Disclosure requirements shall be determined by the County AI Governance Committee.

10. PROCUREMENT OF AI SYSTEMS

No department may acquire AI-enabled software without:

1. IT review.
2. Cybersecurity review.
3. Legal review.
4. Risk assessment.
5. Approval by designated County authority.

Vendors must disclose:

• AI functionality.
• Data usage practices.
• Training data sources.
• Security controls.
• Data retention practices.

11. AI GOVERNANCE COMMITTEE

The County shall establish an AI Governance Committee.

Membership may include:

• County Judge
• IT Director
• Human Resources Director
• County Attorney
• Records Management Officer
• Department representatives

Responsibilities:

• Policy oversight
• Risk assessments
• Training oversight
• Incident review
• Annual policy updates

12. HIGH-RISK AI REVIEW PROCESS

Before deployment of a high-risk AI system:

The County shall conduct a documented assessment addressing:

• Purpose
• Benefits
• Risks
• Bias evaluation
• Security evaluation
• Privacy impacts
• Human oversight controls
• Appeals process

No high-risk AI system may be deployed without documented approval.

13. TRAINING REQUIREMENTS

Employees using AI systems shall complete annual training covering:

• AI ethics
• Security
• Privacy
• Records retention
• Acceptable use requirements
• Verification of AI outputs

Training records shall be maintained by Human Resources.

14. PUBLIC RECORDS AND RETENTION

AI-generated content constitutes County records when used in County business.

Employees shall comply with:

• Texas Public Information Act
• Records retention schedules
• Open records requirements

Prompt histories and AI-generated outputs used in official business may be subject to disclosure.

15. INCIDENT REPORTING

Employees shall immediately report:

• Unauthorized AI use.
• Data disclosure incidents.
• Security incidents.
• AI-generated misinformation affecting County operations.
• Suspected bias or discrimination.

Reports shall be submitted to:

• IT Department
• Human Resources
• County Attorney

as appropriate.

16. ENFORCEMENT

Violations of this policy may result in:

• Revocation of AI access.
• Disciplinary action.
• Contract termination.
• Civil liability.
• Criminal prosecution when applicable.

17. ANNUAL REVIEW

This policy shall be reviewed annually by the AI Governance Committee and updated as necessary to comply with:

• Texas law
• DIR requirements
• Cybersecurity standards
• Emerging AI technologies

18. POLICY ADOPTION

Adopted by order of the Reeves County Commissioners Court on _____________.

County Judge: ______________________

Commissioner Pct. 1: ______________________

Commissioner Pct. 2: ______________________

Commissioner Pct. 3: ______________________

Commissioner Pct. 4: ______________________