{"resourceId":"island-county-wa-genai-policy-prompt-response-disclosure-roundtable-20261027","versions":[{"version":"external-a32da5a92b231233a463e024be427b23e7f9fdafeeffd3a36fbe8983fe1c9179","resource":{"id":"island-county-wa-genai-policy-prompt-response-disclosure-roundtable-20261027","title":"Island County, Washington's generative AI policy for a 27 Oct roundtable would require staff to disclose prompts, responses and tool for any AI-assisted record","organization":"Island County, Washington","sector":"County administration and records","geography":"Island County, Washington, United States","publishedAt":"27 October 2026 (roundtable agenda packet)","publicationDate":"2026-10-27","eventDate":"2026-10-27","sourceName":"Island County Agenda Center","sourceLabel":"County government agenda packet with policy text","sourceUrl":"https://islandcountywa.gov/AgendaCenter/ViewFile/Agenda/_10272026-1271","evidenceClass":"standards-guidance","outcomeClass":"emerging","topics":["governance-procurement","data-security","knowledge-work"],"finding":"Island County's generative AI use policy, on the agenda for a 27 October roundtable of elected officials and department heads, goes further than most county policies on records. For any document, record or data produced with GAI help, staff must disclose that GAI was used, the prompts, the responses and the tool. Staff must also record that they verified the output. The policy limits use to IT-approved tools, bars PII, HIPAA, 42 CFR Part 2 and CJIS data without director consultation, forbids GAI from directly modifying or deleting county data, and notes that prompts and outputs may be public records under Washington law.","sledRelevance":"Why now: the 27 October agenda shows a mid-sized county putting a prompt-level disclosure rule in front of its elected officials. It is a concrete example of public-records law shaping AI controls in a Washington county.","evidence":"Policy text attached to an official county agenda. No adoption record or implementation data.","architectureImplications":"Keeping prompts, responses and tool names for each AI-assisted record needs logging that can be tied to the record, which chat tools do not do by default.","governanceImplications":"Disclosure of prompts and responses plus recorded verification creates an audit trail, but also a records-retention workload for every department.","securityPrivacyImplications":"Named prohibitions on PII, HIPAA, substance-use (42 CFR Part 2) and CJIS data, and a ban on GAI directly changing county data.","caveats":"Adoption status unknown; agenda-item evidence only.","streamIds":["local-government"],"roles":{"sales":"Framing: Island County's draft rule makes staff disclose prompts, responses and the tool for any AI-assisted record. Interpretation: counties under strong public-records laws may need help making that rule workable, from tool selection to retention. The source is an agenda packet, so it supports a discovery conversation about records and logging, not claims that the policy is adopted or that the county has tooling gaps.","engineering":"Framing: the policy requires a retrievable trail of prompts, responses and tool for each AI-assisted record. Interpretation: engineers should check whether approved tools offer enterprise audit logs or export, how logs link to the final record, and how retention follows RCW 42.56. The ban on GAI modifying county data directly also rules out agents with write access unless the policy changes.","delivery":"Framing: verification must be recorded and AI use disclosed record by record. Interpretation: delivery teams would need a simple disclosure template, a place to store prompts and outputs, training for staff and elected officials, and a periodic check that disclosures happen. Acceptance criteria are proposals because the source shows only the policy text on a discussion agenda. Delivery should also confirm the adopted wording first."},"roleDetails":{"sales":{"customerProblem":"A county must keep a public-records trail of AI prompts and outputs without overloading staff.","stakeholders":["IT Director","Elected officials","Department directors","Public records officer"],"discoveryQuestions":["Has the policy been adopted, and with what changes?","Which GAI tools are approved?","Where will prompts and responses be stored?","How will records requests for prompts be handled?"],"valueHypothesis":"Bounded: standard logging and templates could make prompt disclosure routine rather than manual.","potentialEngagement":"Records-and-logging design for an adopted county GAI policy.","unsupportedClaims":["The policy is adopted","Staff currently fail to disclose","Any tool meets the rule today"]},"engineering":{"fit":"Counties in states where prompts and outputs are public records.","architectureIntegration":"Enterprise GAI tools with audit logging linked to document or record management.","prerequisites":["Approved tool list","Records retention schedule for AI interactions","Logging capability in chosen tools"],"constraints":["Washington Public Records Act","No direct GAI modification of county data","Sensitive data categories barred"],"security":"Block PII, HIPAA, 42 CFR Part 2 and CJIS data in GAI tools unless a director approves.","proofOfValue":["Run one department's AI-assisted documents through the disclosure process and time it","Test retrieval of prompts for a mock records request"]},"delivery":{"work":"Finalize the policy, publish approved tools, set up disclosure and retention, and train users.","dependencies":["Policy adoption","Tool logging features","Records officer guidance"],"ownership":"County IT Director, with department directors for sensitive data decisions.","skillsAdoption":"Staff learn to verify output and record prompts and tool use.","governanceCheckpoints":["Adoption by the county","Quarterly disclosure spot checks","Annual tool list review"],"acceptanceCriteria":["Proposed: disclosure recorded for sampled AI-assisted documents","Proposed: prompts retrievable within the records-request deadline"],"risks":["Disclosure becomes a formality","Retention costs grow","Embedded AI summaries go unrecorded"]}},"retrievedAt":"2026-10-31T22:16:56-05:00","enrichedAt":"2026-10-31T22:22:10-05:00","enrichmentBasis":"retrieved source","accessibilityWorkforceImplications":"The policy states GAI is not intended to replace any position; verification and disclosure add work for staff.","procurementImplications":"Approved tools should be able to export or retain prompts and responses to meet the disclosure rule.","operatingModelImplications":"The IT Director approves tools; department directors decide on sensitive data use.","sourceVerification":{"openedUrl":"https://islandcountywa.gov/AgendaCenter/ViewFile/Agenda/_10272026-1271","referenceExcerpt":"This can include both the prompts used with GAI and the output it produces.","promptVersion":"sled-research-v4.0","model":null,"basis":"agent-reported inspection"}}}]}