Montgomery amends employee technology policy to address AI, social media and cybersecurity

The Village Board on June 25 adopted an amendment to Chapter 4 of the employee policy manual that updates the village’s technology use policy to address employee use of artificial intelligence, village social-media channels, and cybersecurity practices.

Assistant Manager Ostrico presented the revisions, saying the primary objective was to implement an AI-use policy that allows employees to use AI for work product with safeguards. The policy prohibits inputting personal information into AI tools, recognizes that AI-generated work is subject to Freedom of Information Act requests, and requires staff to cite the use of AI in work product so others know it was used.

Ostrico also said staff expanded the policy’s social-media guidance to cover village-owned social-media channels (previously the policy addressed only employees’ personal accounts) and added cybersecurity measures such as two-factor authentication and routine password updates. When asked if AI was used to draft the policy, Ostrico said, “I considered it, but I did not.”

Board members discussed two-factor authentication; Ostrico said the village uses an app called Duo that delivers the second-factor request to staff phones. The amendment was approved by roll call; the transcript records affirmative votes and the clerk recorded the motion as carried.

Next steps: the village will implement the revised Chapter 4 guidance, ensure staff use Duo for two-factor authentication, and require AI-use disclosure in applicable work products.