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Granby develops AI safeguards with IVADO as city uses AI tools

Gary Lloyd | Oct 09,26 | 01:42 EST

Politics

The City of Granby is partnering with the IVADO consortium to develop a formal policy for its artificial intelligence tools, which are already being used for administrative tasks. The initiative focuses on controlled AI introduction, privacy safeguards, human oversight, and leveraging AI to reduce administrative workloads, reflecting a broader trend in the Eastern Townships.

Pulse Newsroom The City of Granby is embracing artificial intelligence for internal administrative functions, leveraging tools like Microsoft Copilot and 'Decisions' for tasks such as preparing meeting summaries and generating initial document drafts. This initiative is supported by a partnership with IVADO, an interdisciplinary consortium led by the Université de Montréal, which provides specialized legal advice, training, and strategic guidance to ensure controlled and responsible AI integration. The primary goal is to enhance municipal employee productivity by automating low-risk, repetitive administrative tasks and reducing workloads. While current applications are primarily internal and require human verification of all AI outputs, potential future uses for direct public services are being cautiously explored, with each project undergoing a thorough evaluation of its purpose, data handling, and associated risks before implementation. This collaboration aims not only to benefit Granby but potentially to generate transferable knowledge and tools for other municipalities, while respecting strict confidentiality and intellectual property guidelines. Privacy safeguards being developed Granby is proactively establishing robust privacy and ethical safeguards to govern its expanding use of AI. A dedicated AI committee has been formed, tasked with the critical role of assessing proposed AI applications, recommending necessary control measures, and continuously monitoring associated risks. This committee works closely with the city's official responsible for personal information protection. Key measures include conducting privacy impact assessments early in project lifecycles, as mandated by Quebec's access-to-information legislation (section 63.5), particularly for projects involving personal data. Furthermore, municipal employees receive comprehensive internal training and instructions, specifically prohibiting the input of any personal, confidential, or sensitive information into generative AI tools. They are also explicitly warned about the potential for inaccurate responses, inherent biases, and 'hallucinations' from AI systems, with a strict directive that all AI-generated content must be rigorously checked and verified by a human before being used or communicated, ensuring accountability. The city is also working on additional technical controls to bolster protection against unauthorized data transmission to AI systems. AI rules emerging across the Townships Granby's efforts to develop AI policies reflect a broader trend observed throughout the Eastern Townships, where various public entities are establishing governance frameworks for artificial intelligence. For instance, Bromont has already implemented a comprehensive policy for responsible AI use, which meticulously addresses critical areas such as privacy, cybersecurity, defining approved applications, and mandating human oversight for any decisions with legal, administrative, financial, disciplinary, or rights-related implications, thereby emphasizing that AI cannot autonomously make such crucial decisions. Similarly, the Eastern Townships School Board is in the process of developing its own AI framework, guided by foundational principles like 'People First,' 'Enhance, Don't Replace,' 'Use AI Responsibly,' and 'Learn and Grow Together.' This framework includes plans for specifying approved AI tools, outlining legal and ethical requirements, establishing an AI assessment scale, and providing detailed guidelines for technology usage within the educational sector. While Granby’s formal policy is still under development, the ongoing AI-assisted work within the city underscores a regional commitment to thoughtful and regulated integration of AI technologies across different public services. Human verification remains required Central to Granby's approach to AI integration is the unwavering principle of human oversight and accountability. The city explicitly mandates that all employees must thoroughly understand and meticulously verify any information or material generated by AI before it is officially used or disseminated through the city’s standard processes. This requirement reinforces the professional responsibility of employees, leveraging their expertise and deep understanding of the specific contexts in which they operate, ensuring that the final output is accurate, appropriate, and reliable. The formal policy for artificial intelligence is actively being developed in collaboration with IVADO, an agreement that necessitates in-kind contributions from Granby, such as staff time and participation in project-related reports, rather than direct professional fees. Before the introduction of any new AI application, the city commits to a detailed assessment, considering its intended purpose, the nature of the information involved, and all potential risks. The ongoing strategic efforts are focused on identifying optimal areas where AI can effectively support municipal employees and residents, concurrently refining the comprehensive rules and robust safeguards essential for its ethical and effective long-term use.

Pulse Newsroom

The City of Granby is embracing artificial intelligence for internal administrative functions, leveraging tools like Microsoft Copilot and 'Decisions' for tasks such as preparing meeting summaries and generating initial document drafts. This initiative is supported by a partnership with IVADO, an interdisciplinary consortium led by the Université de Montréal, which provides specialized legal advice, training, and strategic guidance to ensure controlled and responsible AI integration. The primary goal is to enhance municipal employee productivity by automating low-risk, repetitive administrative tasks and reducing workloads. While current applications are primarily internal and require human verification of all AI outputs, potential future uses for direct public services are being cautiously explored, with each project undergoing a thorough evaluation of its purpose, data handling, and associated risks before implementation. This collaboration aims not only to benefit Granby but potentially to generate transferable knowledge and tools for other municipalities, while respecting strict confidentiality and intellectual property guidelines.

Privacy safeguards being developed

Granby is proactively establishing robust privacy and ethical safeguards to govern its expanding use of AI. A dedicated AI committee has been formed, tasked with the critical role of assessing proposed AI applications, recommending necessary control measures, and continuously monitoring associated risks. This committee works closely with the city's official responsible for personal information protection. Key measures include conducting privacy impact assessments early in project lifecycles, as mandated by Quebec's access-to-information legislation (section 63.5), particularly for projects involving personal data. Furthermore, municipal employees receive comprehensive internal training and instructions, specifically prohibiting the input of any personal, confidential, or sensitive information into generative AI tools. They are also explicitly warned about the potential for inaccurate responses, inherent biases, and 'hallucinations' from AI systems, with a strict directive that all AI-generated content must be rigorously checked and verified by a human before being used or communicated, ensuring accountability. The city is also working on additional technical controls to bolster protection against unauthorized data transmission to AI systems.

AI rules emerging across the Townships

Granby's efforts to develop AI policies reflect a broader trend observed throughout the Eastern Townships, where various public entities are establishing governance frameworks for artificial intelligence. For instance, Bromont has already implemented a comprehensive policy for responsible AI use, which meticulously addresses critical areas such as privacy, cybersecurity, defining approved applications, and mandating human oversight for any decisions with legal, administrative, financial, disciplinary, or rights-related implications, thereby emphasizing that AI cannot autonomously make such crucial decisions. Similarly, the Eastern Townships School Board is in the process of developing its own AI framework, guided by foundational principles like 'People First,' 'Enhance, Don't Replace,' 'Use AI Responsibly,' and 'Learn and Grow Together.' This framework includes plans for specifying approved AI tools, outlining legal and ethical requirements, establishing an AI assessment scale, and providing detailed guidelines for technology usage within the educational sector. While Granby’s formal policy is still under development, the ongoing AI-assisted work within the city underscores a regional commitment to thoughtful and regulated integration of AI technologies across different public services.

Human verification remains required

Central to Granby's approach to AI integration is the unwavering principle of human oversight and accountability. The city explicitly mandates that all employees must thoroughly understand and meticulously verify any information or material generated by AI before it is officially used or disseminated through the city’s standard processes. This requirement reinforces the professional responsibility of employees, leveraging their expertise and deep understanding of the specific contexts in which they operate, ensuring that the final output is accurate, appropriate, and reliable. The formal policy for artificial intelligence is actively being developed in collaboration with IVADO, an agreement that necessitates in-kind contributions from Granby, such as staff time and participation in project-related reports, rather than direct professional fees. Before the introduction of any new AI application, the city commits to a detailed assessment, considering its intended purpose, the nature of the information involved, and all potential risks. The ongoing strategic efforts are focused on identifying optimal areas where AI can effectively support municipal employees and residents, concurrently refining the comprehensive rules and robust safeguards essential for its ethical and effective long-term use.