Applies to: DES employees, volunteers, and board and commission members.
Information contact: Enterprise Technology Services
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The use of Generative AI (e.g., ChatGPT, Grammarly) is rapidly expanding and improving and has potential to improve business efficiency. Below are some guidelines you need to follow when using Generative AI systems and internet tools.


Generative artificial intelligence (AI) is a technology that can create content, including text, images, audio, or video, when prompted by a user. Generative AI systems learn patterns and relationships from massive amounts of data, which enables them to generate new content that may be similar, but not identical, to the underlying training data. The systems generally require a user to submit prompts that guide the generation of new content.

Why do we need guideline to use AI systems in the workplace?

  • Below are just a few of the critical reasons why it’s important to know how to use AI
    Content generated by AI should be reviewed and fact-checked, especially if used in public communication or decision-making.
  • DES staff generating content with AI systems should verify that the content does not contain inaccurate or outdated information and potentially harmful or offensive material.
  • AI-generated content used in official state capacity should be clearly labeled.
  • When using DES staff should be mindful of the potential biases and inaccuracies that may be present.

I want to use an AI system what do I do?

Step 1:

Before you use AI systems or other internet-based tools and software you must contact ETS IT4U.

Step 2:

What should I Do when using Generative AI systems

Do read the entire document independently and review the summary for biases.
Do rewrite documents in plain language for better accessibility and understandability.
Do disclose how material was reviewed or edited and by whom.

AI-generated content used in official state capacity should be clearly labeled.

Sample disclosure line: This memo was summarized by ChatGPT using the following prompt: “Summarize the following memo: (memo content)”. The summary was edited by {Insert Names}.

DES employees should ensure no copyrighted material is published without appropriate disclosure or the acquisition of necessary rights. This includes content generated by AI systems, which could inadvertently infringe upon existing copyrights.

What should I Not Do when using Generative AI systems

Don’t use personal email addresses to login to AI systems or internet-based tools for DES business use.

Don’t access or Use AI systems or internet-based tools until you have received authorization from ETS.

Don’t include sensitive or confidential information in the prompt.

Don’t integrate or incorporate any non-public information into AI.

    • The use of this information could lead to unauthorized disclosures and legal liabilities.

What to know before you use:

State law already restricts the sharing of confidential information with unauthorized third parties. For state employees, RCW 42.52.050 (the state’s ethics law) specifically states: “No state officer or state employee may disclose confidential information to any person not entitled or authorized to receive the information.”

Using a generative AI system may result in creating a public record under Washington state's Public Records Act. Contact your agency’s Privacy and Records Officers for more information.


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