{"resourceId":"key-west-it-115-ai-policy-20261001","versions":[{"version":"external-ac140a5ab507f8427cc6a92db7f1c8712985e213eb58ddfab2fdb0cc0c9c1b19","resource":{"id":"key-west-it-115-ai-policy-20261001","title":"Key West adopts IT-115 AI policy: approved tools only, prompts as public records, meaningful human review, $25,000 for Ordinal Connect","organization":"City of Key West, Florida (City Commission, Information Technology Department)","sector":"Municipal AI policy, records management and procurement","geography":"Key West, Florida, United States","publishedAt":"October 1, 2026 (City Commission agenda item and attachments)","publicationDate":"2026-10-01","eventDate":"2026-10-01","sourceName":"City of Key West (Granicus agenda portal)","sourceLabel":"Official agenda item with policy, cover memo and public comment","sourceUrl":"https://keywestcity.granicusideas.com/meetings/2224-city-commission-on-2026-10-01-9-00-am/agenda_items/6ab599807d7965968400adb6-12-26-5899-star-approving-the-attached-it-115-use-of-a","evidenceClass":"standards-guidance","outcomeClass":"emerging","topics":["governance-procurement","data-security","knowledge-work","accessibility-workforce"],"finding":"Key West's Oct. 1 commission agenda carried IT-115, a citywide AI policy: only IT-approved tools may be used; employees remain responsible for output and must verify it; sensitive data may not be entered without authorization; AI prompts, inputs and outputs may be public records and personal or unapproved accounts may not be used to evade records or procurement rules; substantial AI-created public material should be disclosed; consequential decisions require meaningful human review; purchases or expansions need IT approval; training is mandatory; review within six months. The cover memo budgets $25,000 for Ordinal Connect. Citizen Portal reports unanimous approval.","sledRelevance":"A concise, adoptable small-city policy template tying AI use to Florida public-records and procurement rules, with a named local-government AI platform budget line.","evidence":"Primary policy PDF and cover memo linked from the agenda item; public comment on the item; vote outcome from Citizen Portal's meeting summary.","architectureImplications":"Approved-tool list maintained by IT; city-controlled accounts so prompts and outputs can be retained and produced in records requests.","governanceImplications":"Interpretation: the policy is strong on principles but leaves 'meaningful human review' and disclosure thresholds to later IT guidance—exactly the questions a resident raised in public comment.","securityPrivacyImplications":"Prohibits entering sensitive or protected information without approval and requires incident reporting for data exposure.","caveats":"Policy adoption, not outcomes; approval reported by a third-party summary; signature block blank in the posted PDF; implementation guidance not yet issued.","streamIds":["local-government"],"roles":{"sales":"Sales framing: Key West's IT-115 is a ready reference for small cities that want an enabling AI policy tied to records law and procurement. Use it to start conversations with clerks and IT directors about retaining prompts and outputs, approved-tool lists and training. The $25,000 Ordinal Connect line shows a modest budget scale. Do not claim the policy proves safe or effective AI use; it is newly adopted and implementation guidance has not yet been issued.","engineering":"Engineering framing: Fit is a governed AI workspace where accounts, retention and export for public-records requests are controlled by the city. Prerequisites include an approved-tool register, records-retention mapping for prompts and outputs, and identity integration. Constraints are Florida public-records law, unspecified disclosure thresholds and vendor terms for the funded platform. Validate that the chosen platform can export conversation history by user and date for a records request.","delivery":"Delivery framing: Implement IT-115 through concrete guidance: the approved-tool list, a definition of meaningful human review for consequential decisions, disclosure examples and a records-retention procedure with the City Clerk. Deliver required training before access is granted. Plan the six-month review now, collecting usage, incidents and records requests. Answer the public-comment questions in writing to build trust before broad rollout of the funded platform."},"roleDetails":{"sales":{"customerProblem":"The city needs to enable staff AI use while meeting Florida public-records, retention, cybersecurity and procurement obligations.","stakeholders":["IT director","City manager","City clerk / records custodian","City attorney","City commission","Residents raising transparency questions"],"discoveryQuestions":["How will prompts and outputs be retained and produced for records requests?","What counts as meaningful human review for consequential decisions?","What vendor protections are in the Ordinal Connect agreement?","What will the six-month review measure?"],"valueHypothesis":"A clear policy plus a governed platform can let staff use AI with records and data protections in place; results are not yet measured.","potentialEngagement":"Implementation-guidance sprint: approved-tool list, human-review definition, disclosure examples and records procedure, ahead of the six-month review.","unsupportedClaims":["The policy has already improved efficiency","The funded platform is compliant with records law without configuration","Human review requirements eliminate AI errors"]},"engineering":{"fit":"Good fit for a city-controlled AI workspace with retention, export and access controls.","architectureIntegration":"City identity → approved AI platform accounts → retention of prompts/outputs per schedule → export to records-request workflow → IT approval register for new tools.","prerequisites":["Approved-tool register","Retention schedule mapping for AI records","Identity integration","Training before access"],"constraints":["Florida public-records law","Disclosure thresholds not yet defined","Vendor terms for funded platform not public","Small IT team"],"security":"Block unapproved AI services where feasible, restrict sensitive data entry, require incident reporting and review vendor data protections before expansion.","proofOfValue":["Run a mock records request for one user's AI history","Audit a sample of public-facing documents for disclosure compliance","Check training completion against account provisioning"]},"delivery":{"work":"Issue administrative guidelines, configure the approved platform, deliver training and run the six-month review.","dependencies":["IT guidance drafting","City clerk records procedures","Vendor configuration","Department director cooperation"],"ownership":"IT Director for tools and guidance; City Clerk for records; City Manager for enforcement.","skillsAdoption":"Mandatory training on verification, data protection, disclosure and records; supervisors reinforce in departments.","governanceCheckpoints":["Written responses to public-comment questions","Approved-tool list publication","Six-month policy review","Annual review thereafter"],"acceptanceCriteria":["All AI users trained before access","Records request for AI history fulfilled within normal timelines in a test","Six-month review report presented to the commission"],"risks":["Ambiguous human-review standard","Shadow use on personal accounts","Records-retention gaps in vendor platform","Policy drift via guidance changes without oversight"]}},"retrievedAt":"2026-10-04T22:22:57-05:00","enrichedAt":"2026-10-04T22:28:45.981-05:00","enrichmentBasis":"retrieved source","accessibilityWorkforceImplications":"Mandatory training before use; IT review criteria include accessibility.","procurementImplications":"No department may buy, subscribe to or expand AI without IT review covering data, security, records, vendor terms and accessibility; Ordinal Connect funded at $25,000.","operatingModelImplications":"IT Department maintains approved tools and guidance; City Clerk is the records contact; six-month review built in.","sourceVerification":{"openedUrl":"https://keywestcity.granicusideas.com/meetings/2224-city-commission-on-2026-10-01-9-00-am/agenda_items/6ab599807d7965968400adb6-12-26-5899-star-approving-the-attached-it-115-use-of-a","referenceExcerpt":"Approving the attached IT-115 Use of Artificial Intelligence Policy; Authorizing the City Manager to implement the Policy","promptVersion":"sled-research-v4.0","model":null,"basis":"agent-reported inspection"}}}]}