Building Your AI Policy: What Public Agencies Need to Know

Picture this: You're the head of a Public Works Department, and three months ago your staff started using AI tools to help draft project correspondence and create meeting summaries. The results were impressive – clearer communication, more consistent documentation, and significant time savings for project managers.

BUT then came the IT audit...

Your IT security team had questions: 

• "What data was being shared with these AI systems"? 

• "How was sensitive project information being protected"? 

• "Were public records requirements being met"?

Nobody had good answers because nobody had thought to create an AI policy before staff started experimenting with these tools.

Know this: As AI becomes more accessible and useful for construction management tasks, many public works organizations are finding themselves in similar situations – realizing they need governance frameworks after adoption has already begun, rather than before.

Continue reading to explore what you should know about AI Policy in the Public Works sector. And, to help you, we’ve included our AI Policy Template for Public Works Projects at the end of this article.

Why You Need an AI Policy

Unlike private companies, public agencies have special responsibilities that make AI use more complicated:

• Public Records: Everything you create using AI might become part of the public record that citizens can request.
• Sensitive Information: Public project data often includes contractor costs, security details, and confidential information that shouldn't be shared with outside systems.
• Accountability: When AI helps create official communications or reports, the public has a right to know how these tools influenced agency decisions.
• Staff Protection: Clear policies protect both the agency and individual employees when AI tools are used properly.

The Simple Framework: Four Key Areas

Based on what's worked for other agencies, here's a straightforward approach you can adopt:

ONE: When Can Staff Use AI?

✅Good Uses:

• Writing first drafts of routine emails and reports
• Creating meeting agendas and summaries
• Making templates for common documents
• Improving the tone and clarity of communications
• Generating standard project updates

🚫Not Allowed:

• Making final decisions without human review
• Sharing financial information or proprietary data
• Creating legally binding documents without review
• Processing sensitive security or personnel information
• Replacing required professional judgment or certifications

💡Simple Rule: AI can help you write and organize, but a qualified person must always review and approve the final result.

TWO: What Information Is Safe to Share?

✅Generally OK:

• General project descriptions and status updates
• Standard procedures and template language
• Meeting notes (after removing sensitive details)
• Draft correspondence before adding specific details

🚫Never Share:

• Security-sensitive location details
• Sensitive personnel information or evaluations
• Legal strategy or confidential advice

💡When in Doubt: Remove any potentially sensitive specific details before using AI.

THREE: How to Review AI Content

✅Every AI-generated document must be:

• Reviewed by someone qualified in that subject area
• Checked for accuracy and completeness
• Verified against agency or company standards and policies
• Approved before being sent or filed officially

❓Common Things to Check:

• Are all facts and numbers correct?
• Does the tone match your professional standards?
• Is all required information included?
• Would this make sense to someone unfamiliar with the project?

FOUR: Simple Record Keeping

✅Document When You Use AI:

• Note in project files when AI was used to create documents
• Keep track of which staff have been trained on AI policies
• Report any problems or concerns to your supervisor
• Save copies of important AI-generated content

❓Why This Matters: If questions come up later during audits or public records requests, you'll have clear documentation of how AI was used.

Getting Started: A Simple Plan

Week 1: Assess Current Use

• Survey staff about what AI tools they're already using
• Identify any immediate concerns or problems
• Review existing IT and communication policies

Week 2: Draft Basic Guidelines

• Write simple rules about when AI can and can't be used
• Define what information is safe to share
• Create basic review and approval procedures

Week 3: Train Key Staff

• Brief supervisors and project managers on the new policy
• Provide examples of appropriate and inappropriate AI use
• Answer questions and address concerns

Week 4: Implement and Monitor

• Roll out the policy to all staff
• Check compliance during regular project reviews
• Adjust the policy based on real-world experience

Common Challenges and Simple Solutions

"Staff are already using AI informally" Don't panic. Focus on bringing current use into compliance rather than stopping everything. Most informal use can be made policy-compliant with proper review procedures.

"We don't have time for more bureaucracy" Start simple. A one-page policy with basic do's and don'ts is better than no policy at all. You can add complexity later as needed.

"Technology changes too fast to keep up" Focus on principles (human review, data protection, accountability) rather than specific tools. These principles work regardless of which AI technology staff use.

"We don't have AI expertise" You don't need to become AI experts. Focus on managing AI use within your existing processes and responsibilities.

The Benefits of Getting This Right

Agencies with clear AI policies actually adopt useful AI tools faster and more successfully because:

• Staff feel confident using AI within clear boundaries
• Management can approve AI tools without worrying about compliance
• Problems get caught early through proper review processes
• The agency demonstrates responsible innovation to the public

Looking Ahead

As AI tools become more sophisticated, your policy will need to evolve. So it’s important to start with these basics, creating a solid and secure foundation to build upon.

At BridgeDoc, we're developing AI tools specifically designed for public works agencies – with built-in safeguards and compliance features that make governance easier. Join our demo waitlist to see how purpose-built tools can simplify policy compliance.

Why Not Start This Week?

You don't need a perfect AI policy to get started – you just need clear, simple rules that protect your agency while allowing staff to benefit from AI tools.

The goal isn't to prevent AI use; it's to ensure AI use serves the public interest while protecting your organization from unnecessary risks.

Start simple, learn from experience, and refine your approach as you go. That's how successful agencies are handling AI adoption.

• Monday: Check if your staff are already using AI tools informally 
• Tuesday: Draft one-page guidelines about when AI can and can't be used
• Wednesday: Identify what information should never be shared with AI systems 
• Thursday: Create simple review procedures for AI-generated content 
• Friday: Schedule a team meeting to discuss the draft policy

Need help getting started? Download our "AI Policy Template for Public Works Projects" – a one-page framework you can customize for your agency in under an hour.

Get the template plus practical tips for implementing AI policies without creating bureaucratic overhead.