Decision Maker:

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: Yes

Date of Decision: September 25, 2025

Purpose: To bring forward an Artificial Intelligence (AI) Policy for the organisation.   The policy has been created to outline the council’s AI governance, responsibilities, risk management and operational processes. It applies to all council officers, Councillors, contractors and subcontractors.    The policy has been subject to 30 day consultation with staff and the council’s recognised trade unions.   Following consideration at the General Purposes Committee, the policy has now been reviewed by the Cabinet.

Content: Cabinet agreed the following:   To approve the proposed AI policy ahead of implementation and rollout across the organisation.

Reasons for the decision: The reasons for this decision are to ensure that the council’s overall management of Artificial Intelligence is optimised by:   Demonstrating our commitment to embracing AI as part of our wider transformation programme. Providing a high level framework for AI use with comprehensive guidance to officers and Councillors, including reporting issues. Laying out the robust ethical, governance and compliance measures that govern the council’s safe and responsible AI use. Positioning the council as best as possible for future developments in the AI field.

Alternative options considered: The alternative was not to approve the proposed policy. This was rejected on the basis of the potential risks to the organisation and to our customers. Given that AI is already in use in some service areas, and as the aspiration is to increase the use of AI in order to realise efficiencies and modernise the organisation, there needs to be an agreed framework in place which sets out the terms of acceptable use. Without clear and appropriate guidelines in place, or a wider structure of governance supporting the use of AI, the council could open itself up to the threat of loss of data, cyber breach or inappropriate use.