Capturing and Managing Records Generated By or Using AI Technologies

It’s now been a year since ChatGPT brought Artificial Intelligence (AI) technologies to the forefront of workplace conversation with many industries now exploring ways in which AI can be used to speed up processes and generate content.

When creating, implementing or using AI in the workplace, it is vital to keep records of those technologies and processes. Government is accountable to its people. AI remains vulnerable to range of issues including knowledge limitations, data training biases, catastrophic forgetting, generating fake references and privacy threats. These weaknesses – and well publicised failures of algorithmic decision-making – underscore how critical it is that public offices can explain business, decisions and actions related to AI to ensure accountability.

Public Record Office Victoria (PROV) has produced new information for government on capturing and managing records of AI technologies, and drafted a policy that is now open for feedback.

The draft Artificial Intelligence and Recordkeeping Policy was developed to address the complexity of managing records and data created by or through the use of AI. This includes the production of full and accurate records, as well as the appropriate management of those records in accordance with Recordkeeping Standards.

The draft policy centres around the ability to provide an understandable explanation behind business actions, decisions and other activities. Documenting processes and technologies used, including how they were used and the kinds of checks and balances to prevent harm and correct misinformation, are essential.

Visit the PROV website for more information: https://prov.vic.gov.au/about-us/our-blog/artificial-intelligence-recordkeeping-policy