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Home · Handbook · For public bodies

Build & rules · AI Policy Handbook

For public bodies

Technology, law, and practice. As of November 3, 2026.

Facts checked November 3, 2026

As of November 3, 2026

Documented use cases, records issues, and examples cities have published. Descriptive, not a recommendation.

Uses agencies report

DraftingFirst drafts of routine notices and correspondence for human edit.
SummariesCondensing long reports or meeting transcripts with originals retained.
Language accessTranslation and plain-language aids reviewed by fluent staff for official use.
311 / FAQsAnswers drawn from published information, with escalation to a person.
Research assistOrientation on a topic using citation-enabled tools, then verification.
AccessibilityAssistance for staff or residents navigating dense documents.

Constraints that appear in written policies

Confidential resident data, personnel files, and non-public enforcement material are commonly barred from consumer-grade tools. Public-records and retention rules may treat prompts and outputs as records.

Disclosure to residents when they interact with AI is required for Texas government systems under TRAIGA.[1] Many policies require a named human approver before material becomes public.

Published local examples

  • InventoryCity of San José publishes an AI inventory and reviews.[22]
  • Language accessThe same city describes AI translation/captions for council meetings and 311.[23]
  • Staff guidelinesPublished generative-AI guidelines for staff.[24]

Starter checklist items seen in agency policies

  • Inventory of tools, owners, and data categories allowed.
  • Approved SKUs versus prohibited consumer use for sensitive data.
  • Resident disclosure when legally required.
  • Retention schedule for prompts and outputs.
  • Human review before public release.
  • Training (including DIR-certified AI training where Texas law applies) and an incident path.[2]

This briefing is educational and vendor-neutral. It is not legal advice. Confirm obligations under public-records, privacy, procurement, and election law with counsel.

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