{"resourceId":"collin-county-tx-ai-acceptable-use-policy-v1-20260928","versions":[{"version":"external-12c3ddb0d2158c07d2dcc7afe42f4ef6c0cad8e1b29937e348ba4af340054c55","resource":{"id":"collin-county-tx-ai-acceptable-use-policy-v1-20260928","title":"Collin County, Texas AI Acceptable Use Policy v1.0 (28 Sept 2026) sets Tier-1 public chat tools on acknowledgment, Tier-2 written approval, Heightened Scrutiny controls and DIR annual training","organization":"Collin County, Texas (Information Technology)","sector":"County IT acceptable use and AI governance","geography":"Collin County, Texas, United States","publishedAt":"Version 1.0 dated September 28, 2026 (agenda packet for Commissioners Court consideration around 5 October 2026)","publicationDate":"2026-09-28","eventDate":"2026-10-05","sourceName":"Collin County eAgenda","sourceLabel":"County policy document (agenda attachment)","sourceUrl":"https://eagenda.collincountytx.gov/docs/2026/CC/202609271_3239/60898_AI_Acceptable_Use_Policy.pdf","evidenceClass":"government-evaluation","outcomeClass":"emerging","topics":["governance-procurement","data-security","knowledge-work","operating-model","accessibility-workforce"],"finding":"Collin County IT’s AI Acceptable Use Policy v1.0 (28 September 2026) applies to county users and authorised non-county personnel. It adopts Texas AI Systems Code of Ethics principles (human oversight, fairness, accuracy, redress, transparency, privacy, accountability, evaluation). Tier 1 allows publicly available chat tools (ChatGPT, Claude, Gemini examples) after policy acknowledgment; Tier 2 specialised/integrated tools and agents need prior written approval. Users must verify outputs—treat them as from an unskilled intern—fact-check citations and remain responsible for published content. Publicly available tools must not receive confidential, sensitive or PII/CJI; incidents go to security@co.collin.tx.us with CIO/Security Officer copy. Public-facing AI needs elected official/department-head notice and statutory disclosures; significant AI-shaped work needs attribution. Heightened Scrutiny AI systems (autonomous or controlling consequential decisions on government-service access) require CIO/Security Officer approval and written risk assessment under Texas Government Code Ch. 2054 Subchapter S. Annual DIR-certified AI training is mandatory. Prompts/outputs may be public records. Why now: not in the archive; newly opened full text complements Mission/Will County policy coverage from prior editions under the same Texas Heightened Scrutiny wave.","sledRelevance":"Provides a concrete Texas county control stack—tiered tool approval, Heightened Scrutiny gate, PII ban on public tools, attribution and DIR training—that peer counties can compare when implementing SB/HB AI duties.","evidence":"County PDF opened via curl and pdftotext. Agenda motion text indicates Commissioners Court action on/around 5 October 2026; vote tally not in the policy PDF itself.","architectureImplications":"Split between county-integrated AI (county credentials, county infrastructure) and publicly available web tools; registry for approved tools/agents; logging/monitoring of AI interactions authorised.","governanceImplications":"CIO/Security Officer gate for Heightened Scrutiny and Tier 2; department heads accountable for contractors; annual acknowledgment via security-awareness platform.","securityPrivacyImplications":"Hard ban on PII/CJI in public AI; prefer county-integrated systems; breach reporting path defined; monitoring consent acknowledged by use.","caveats":"Policy text, not an evaluation of compliance or incidents. Exact court vote language is outside this PDF. No measured outcomes.","streamIds":["local-government"],"roles":{"sales":"Sales framing: Collin County’s policy is a ready checklist for Texas local-government AI deals—Tier 1 chat vs Tier 2 integrated, Heightened Scrutiny gate, and PII bans on public tools. Discovery should map proposed use to consequential-decision definitions and DIR training status. A bounded engagement is a Tier-2 approval package and Heightened Scrutiny risk assessment for one workflow. The PDF supports no performance claims. Interpretation: vendors offering public SaaS chat will face hard PII constraints.","engineering":"Engineering framing: Fit county-integrated tools for any sensitive data; keep public chat tools prompt-only on non-sensitive content. Architecture needs an approved-tool registry, interaction logging and a Heightened Scrutiny assessment workflow. Prerequisites are DIR training completion and CIO/Security Officer contacts. Constraints include Texas Ch. 2054/552 and public-information treatment of prompts. Proof of value should show blocked PII prompts and a completed Heightened Scrutiny packet. Interpretation: build the registry before enabling agents.","delivery":"Delivery framing: Roll acknowledgment through the security-awareness platform, train annually, and route Tier 2 / Heightened Scrutiny requests to CIO/Security Officer. Ownership is Collin County IT with department heads for their users. Skills are output verification and incident reporting. Acceptance criteria should include 100% acknowledgment and zero sanctioned PII-in-public-AI incidents in the first quarter. Risks include shadow Tier-2 tools and under-identified Heightened Scrutiny uses. Interpretation: enforce disablement of unsanctioned agents."},"roleDetails":{"sales":{"customerProblem":"Texas counties must operationalise state AI ethics, Heightened Scrutiny and DIR training without blocking routine chat productivity.","stakeholders":["County CIO / Security Officer","Department heads and elected officials","County attorney","Records management","End users"],"discoveryQuestions":["Is the use Tier 1 chat or Tier 2 integrated/agent?","Does it autonomously make or control a consequential service decision?","What PII/CJI could enter prompts?","Is DIR-certified annual AI training already assigned?"],"valueHypothesis":"A clear tiered policy can unlock approved chat use while gating higher-risk systems; no outcome data in the PDF.","potentialEngagement":"Heightened Scrutiny risk-assessment and Tier-2 approval package for one candidate workflow.","unsupportedClaims":["Compliance guarantees","That Tier 1 tools are safe with any data","Measured productivity gains"]},"engineering":{"fit":"County-integrated AI for sensitive workflows; Tier 1 public chat only for non-sensitive drafting/research.","architectureIntegration":"Approved-tool registry; county SSO for integrated AI; logging/monitoring; Heightened Scrutiny assessment workflow.","prerequisites":["Policy acknowledgment mechanism","DIR training assignment","CIO/Security Officer approval path","Records schedule for prompts/outputs"],"constraints":["Texas Ch. 2054 Subchapter S Heightened Scrutiny","No PII/CJI in public AI","Public Information Act exposure of prompts"],"security":"Ban sensitive inputs to public tools; prefer county-integrated systems; defined incident reporting to security@co.collin.tx.us.","proofOfValue":["Demonstrate PII prompt blocking or DLP","Complete one Heightened Scrutiny assessment","Show registry entry for a Tier-2 tool"]},"delivery":{"work":"Deploy acknowledgments, annual training, registry process and CIO approval SLAs.","dependencies":["Security-awareness platform","CIO/Security Officer","Department heads","County attorney"],"ownership":"Collin County IT, with department heads/elected officials accountable for their users and contractors.","skillsAdoption":"Annual DIR-certified AI training plus local verification and incident-reporting drills.","governanceCheckpoints":["Acknowledgment completion","Tier-2 written approval before integrate","Heightened Scrutiny assessment before consequential use"],"acceptanceCriteria":["Proposed: 100% in-scope users acknowledged","Proposed: all Tier-2 tools registered","Proposed: no approved Heightened Scrutiny use without written assessment"],"risks":["Shadow agents","Misclassified consequential uses","Public-records surprises from prompts","Training completion gaps"]}},"retrievedAt":"2026-10-18T22:16:12-05:00","enrichedAt":"2026-10-18T22:45:00-05:00","enrichmentBasis":"retrieved source","accessibilityWorkforceImplications":"Mandatory annual AI training; transparency and attribution duties; prohibited social scoring and unlawful discrimination uses.","procurementImplications":"Tier 2 written approval before specialised/integrated tools; unsanctioned agents prohibited and may be disabled by County IT.","operatingModelImplications":"Human verification of all outputs; AI as assistant not decision-maker for consequential service access without Heightened Scrutiny process.","sourceVerification":{"openedUrl":"https://eagenda.collincountytx.gov/docs/2026/CC/202609271_3239/60898_AI_Acceptable_Use_Policy.pdf","referenceExcerpt":"Treat AI outputs as a starting point, as though they were written by an unskilled intern.","promptVersion":"sled-research-v4.0","model":null,"basis":"agent-reported inspection"}}}]}