Artificial intelligence records

Artificial intelligence and recordkeeping

Artificial intelligence (AI) is becoming an increasingly common tool to support productivity and discovery. Use of AI is guided at the University by a set of AI principles, a key principle being the need for appropriate human oversight when using AI. As with any other business activities, our use of AI needs to be transparent and accountable.

When using AI tools (eg, SparkAI, Copilot) to support your work activities, it’s important to understand your obligations around managing AI generated content as records.

When does AI content become a record?

When AI is used to generate content and inform decision-making that supports and evidences University activities, these are University records. All staff have an obligation to create and keep records of their work activities, including content generated through AI, under the Records Management Policy (MPF1106).

AI records management considerations

If you’re using AI to support the work you do, here are key records management requirements to consider:

Generated content
  • Staff consistently review and amend AI-generated content as needed to ensure it is accurate and fit for purpose
  • Acknowledgement is made of the use of AI to generate the content (Note: primary audience of linked content is students, however University staff can use the guidance for making acknowledgement of AI use)
Decision making
  • AI may be used to inform decision making but cannot be used to make decisions
  • Ensure AI has access to current and accurate information to support decision making
  • Acknowledgement is made of the use of AI in the decision-making process, including acknowledgement in local procedures
Process automation
  • Use of AI is documented in local procedures, including prompts/data sources used to support the process automation and expected outputs of the automation
Storing outputs
  • AI records should be stored in approved University systems used by your team to facilitate work activities
Disposing of AI data

Resources

If you want to learn more about AI use, additional informational resources are included below:

Further information

If you require further information or advice on records disposal, please submit a ServiceNow request.

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