RC-AI-02 Employee Procedures Manual

Assessment Document 1: AI Employee Procedures Manual

REEVES COUNTY

ARTIFICIAL INTELLIGENCE EMPLOYEE PROCEDURES MANUAL

Purpose

This manual provides County employees with procedures for the safe, ethical, and compliant use of Artificial Intelligence (AI) technologies.

SECTION 1 – APPROVED AI SYSTEMS

Employees may only use AI systems approved by the Information Technology Department.

Examples may include:

• Microsoft Copilot (County tenant)
• Approved GIS AI tools
• Approved document processing systems
• Approved transcription tools

Use of unapproved AI platforms is prohibited for County business.

SECTION 2 – BEFORE USING AI

Prior to entering information into an AI system:

Step 1: Determine Data Classification

Ask:

• Is the information public?
• Does it contain personal information?
• Does it contain employee information?
• Does it contain criminal justice information?
• Does it contain attorney-client communications?

If the answer is yes to any protected category, do not enter the information into public AI systems.

Step 2: Verify Authorization

Confirm:

☐ AI system is County approved

☐ Use is work-related

☐ Information entered is authorized

☐ No confidential information is included

SECTION 3 – APPROVED USE CASES

Employees may use AI for:

• Drafting emails
• Drafting reports
• Summarizing meetings
• Research assistance
• Spreadsheet analysis
• Code generation
• Formatting documents
• Public communications drafting

SECTION 4 – PROHIBITED ACTIVITIES

Employees shall not use AI to:

• Make hiring decisions
• Make disciplinary decisions
• Approve permits
• Deny permits
• Determine benefits eligibility
• Create legal opinions
• Create official records without review
• Process confidential information

SECTION 5 – HUMAN REVIEW REQUIREMENT

Every AI-generated output must be reviewed by an employee before use.

Employees must verify:

☐ Facts

☐ Calculations

☐ Citations

☐ Legal references

☐ Dates

☐ Names

☐ Policy references

Employees remain responsible for all final work products.

SECTION 6 – PUBLIC INFORMATION REQUESTS

AI-generated records used in County business may be subject to:

• Texas Public Information Act
• Discovery requests
• Records retention requirements

Employees must retain official AI-generated documents according to County retention schedules.

SECTION 7 – INCIDENT REPORTING

Immediately report:

• Data disclosure incidents
• Security incidents
• Unauthorized AI use
• AI-generated misinformation
• Suspected bias

Reports shall be submitted to IT and the employee's Department Head.

SECTION 8 – EMPLOYEE ACKNOWLEDGEMENT

I acknowledge that I have reviewed and understand the Reeves County AI Governance Policy and Employee Procedures Manual.

Employee Name: ____________________

Department: ____________________

Date: ____________________

Signature: ____________________