OVERVIEW: This presentation explores the critical need for responsible AI practices in managing organizational records. Kansas State University, a mid-sized public institution that adheres to both state and federal public records laws, is addressing copyright and intellectual property regulations through ongoing efforts to develop a comprehensive policy that addresses various categories of records interacting with AI. This initiative aims to provide guidance on minimizing data control loss and establishing acceptable use of AI tools in daily operations, while ensuring compliance with relevant copyright laws. The policy was drafted in collaboration with librarians, records managers, and professional staff. It is designed to be approachable for employees who may be unfamiliar or uncomfortable with AI tools. This in turn will foster confidence in their use at work. Additionally, the policy aims to outline a process for granting exceptions to restrictions on AI tools, thereby creating a framework that other institutions could replicate.
Although the development of this policy is still in progress, it has received positive feedback from stakeholders. This is thanks to consultations with university governance, such as the Office of General Counsel, Faculty Senate, Division of Information Technology, Human Resources, Office of the Provost, and other subject matter experts that have clarified actionable items and refined technical language and responsibilities of specified departments. As a public agency, this initiative not only aims to protect intellectual property, promote a culture of responsibility and transparency, but also seeks to build trust and enhance data stewardship within the organization. This presentation will be beneficial to the NAGARA Membership as it tackles multiple desired skills while giving a real-life example of how to use them
The outcomes and skills associated with this initiative include:
- Understanding AI in archives, records, and information management
- Developing policies, standards, workflows, and tools
- Adhering to electronic records ISO standards
- Preserving and accessing records
- Leadership and people management
- And the implementation of Microsoft 365, including labels, policies, and retention
Many organizations are struggling to create AI guidelines and policies, and by attending this presentation, it informs attendees of practical means to begin the process of developing an AI policy as well as build a cohort of informed professionals.
GARA CERTIFICATE CORE COMPETENCY AREAS: "Digital Repository Management" OR "Record Considerations for Emerging Technologies"
TARGET AUDIENCE: Federal, Tribal, State, Local, and Public Institutions of Higher Learning
FOCUS AREAS: Archives, Records Management, Technology Tools
PRESENTER(S): Danielle Hall, University Records Manager, Kansas State University and Ryan Leimkuehler, University Archivist, Kansas State University