Regional District of Okanagan-Similkameen Considers Policy for Microsoft Copilot Use
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The Regional District of Okanagan-Similkameen (RDOS) is moving towards establishing a formal policy regarding the use of Microsoft Copilot, a generative AI tool, by its staff. Following a successful month-long trial, the RDOS is considering a policy that would standardize Copilot as the only approved generative AI tool, while outlining specific permitted uses and data security measures. A vote on the policy’s adoption is scheduled for the January 22nd meeting.
Trial Results & Potential Savings
A trial period in December 2023 saw 20 RDOS staff members utilize Copilot, resulting in an estimated savings of 15 work-days. The most meaningful time reduction was observed in the drafting of emails. The RDOS estimates that expanding Copilot use to just 16 staff members could save taxpayers approximately $91,000 annually, even after accounting for subscription costs. https://rdos.bc.ca/ (RDOS Website – general reference)
Proposed Policy Details
The draft policy aims to balance the benefits of AI with the need for responsible data handling and quality control.Key provisions include:
* Approved Tool: Copilot would be the sole generative AI tool permitted for RDOS staff.
* Permitted Uses: Copilot use would be limited to:
* Drafting internal emails, reports, and communications.
* Summarizing publicly available,non-confidential information.
* Assisting with routine document editing.
* Data Security: The policy explicitly prohibits sharing any personal,confidential,or restricted data with AI tools.
* Disclosure Requirement: Staff will be required to disclose when AI tools have been used in the creation of content.
* Review Process: Department managers and the RDOS Information Services department will monitor AI usage. All AI-generated content must be reviewed by department managers before official use or publication.
Notably, the agenda item presenting the draft policy itself was created with the assistance of Copilot, demonstrating the tool’s immediate application and adherence to the proposed disclosure guidelines.
Monitoring and Oversight
The RDOS is prioritizing responsible implementation through a multi-layered oversight system. Department managers will be responsible for reviewing the accuracy and appropriateness of content generated by Copilot, ensuring it aligns with RDOS standards and policies. The Information Services department will provide technical oversight and support.
Key Takeaways
* The RDOS is exploring the benefits of AI to improve efficiency and reduce costs.
* A pilot program with Microsoft Copilot demonstrated significant time savings, particularly in email dialogue.
* The proposed policy prioritizes data security and responsible AI usage.
* A final vote on the policy is scheduled for January 22nd.
The RDOS’s consideration of this policy reflects a growing trend among public sector organizations exploring the potential of generative AI to enhance operations while mitigating risks. As AI technology continues to evolve, the RDOS will likely need to revisit and refine its policy to ensure it remains effective and aligned with best practices.
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