What You’re About to Read
As Artificial Intelligence (AI) tools proliferate, RE-AMP staff determined that we need an internal policy to guide our own AI use. We wanted to share it with the whole Network to set some expectations for our work together, as well as to provide a jumping-off point for organizations thinking about AI use through a systems lens, through organizational values, and through practical applications in their own work. In this document, we use AI as an umbrella term for all technologies including machine learning, predictive algorithms, and natural language processing to process data, generate output, or make decisions.
Below is a two-part document. The first section, our Network Note, outlines key concerns with AI, reflections on our collective responsibility, power and role in shaping the adoption of AI technologies, and offers seven key considerations with which to evaluate AI: sustainability, confidentiality, security, accuracy, bias, equity and democracy. The second section, RE-AMP’s AI Policy, takes up those seven considerations and applies them directly to our workflow; it outlines acceptable use for accessibility in Videoconferencing & Transcription and limited use for Content Creation, establishes procedures and recommendations for targeting AI use in a landscape of ever-expanding offerings and integrations, and introduces a requirement for transparency wherever using AI.
AI is quickly evolving, and with it, so will this policy. We aim to use this page as a living document on our current best practices.
Network Note
The recent explosion of data center demand, including, and especially, in the Midwest, has been primarily driven by the growth of Artificial Intelligence (AI). These data centers have served as a distinct reminder that technology and the internet is a physical place, an embodied resource. They are raising concerns over power supply and water use – large language models, like the ones used to power generative AI, can take 10x more energy than traditional search engines, and just 15 queries with ChatGPT could evaporate and consume a glass-worth of water. The rapid growth of data centers has led utilities in the RE-AMP Network footprint to extend the life of coal plants and propose new gas plants, getting the network farther from our North Star goal.
The AI boom is being driven by trillion-dollar tech companies that, in many cases, have integrated AI into their products even without clear market signals, and with only dubious benefits to the product – take, for instance, Google’s “AI Overview,” a feature rolled out in May 2024 to appear automatically before search results and was repeatedly shown to provide misinformation at the time of its rollout (some of which was subsequently fixed, although inaccuracies persist and now there are also ads). In the face of a wave of new AI offerings and the consolidation of power by technology billionaires with control over major internet platforms who stand to profit from the growth of AI, the trajectory of AI adoption can feel inevitable. But AI is still at a critical juncture, where institutions across the country are now deciding how and how much to use AI. We recognize that individual or even collective institutional action on the consumption side is not nearly sufficient to address issues of energy and material resource use. But as resources are still consumed on the individual and institutional level, we also recognize the impact that our movement can have collectively.
Our decision-making around AI use also cannot be limited to the material impacts of our own queries, as each query feeds back into the system, helping support the larger, growing ecosystem. While some AI offerings have features to switch on privacy mode or opt out of being used for training, not all ask for consent, and practices are not always transparent.
As we consider how to approach the impact of this technology on our work and on our world, we have landed on 7 key considerations to consider before adopting AI into our workflows:
- Security: AI may store sensitive data, which could be at risk of being breached or hacked. All AI tools must stay contained to their intended scope, and access to sensitive data – including names, addresses, and passwords – must be avoided. AI software can not only process information intentionally entered, but can gain access to a wider variety of personal information. This lack of privacy is, perhaps, already built into our social awareness – ”my TV is spying on me” is now, practically, a given. AI accelerates those concerns, and also provides a tool to easily process and monitor the information, leading to a higher level of surveillance.
- Sustainability: As detailed above and in extensive reporting, these technologies rely on considerable material, water, and energy consumption. AI has the unprecedented ability to create digital waste – slop of no (or negative) value that not only takes resources to produce, but may also be stored indefinitely in data centers’ rapidly expanding footprint.
- Confidentiality: Information input into any AI may enter the public domain. This can release non-public information, breach regulatory requirements, and compromise information and strategy critical to the movement. The companies creating these technologies have shown themselves to be willing to use user data to train their models, thus exposing that data in the output of the AI.
- Accuracy: AI is a predictive tool, relying on complex algorithms to generate content from strings of most-likely words. This means it may provide inaccurate, unreliable, or misleading information (also known as “hallucinations”). AI models may have difficulty providing real references or assessing the quality of sources. The ease of using AI may encourage people to accept outputs that are “good enough” – and because they require little to no effort, these outputs can proliferate exponentially. The resulting harm is therefore not only the production of clear misinformation which a human could hypothetically fact-check, but also lowered standards, and generally muddied waters. As more and more data is synthesized and output is made using AI, the algorithms will be trained on a larger portion of AI’s own output, heightening those concerns. Even in the best AI summaries that only replace busywork, its use demands that we contend with the value of human labor, creativity, knowledge, and thought.
- Bias: All AI should be assumed to carry bias. Due to the nature of training data, AI may produce biased, discriminatory, or offensive content. AI can synthesize vast amounts of data, and can be better than humans at pattern recognition. But when trained on existing data, it can also be even better than humans at reproducing existing disparities, without the same accountability (such as in housing or policing). When augmenting human decision-making with AI, AI’s fundamental lack of accountability can be particularly concerning, and may amplify pre-existing biases in its dataset, and in society at large.
- Equity: In addition to equity concerns in sustainability, bias, and democracy, much of AI training data has been sourced from individuals without their consent, and may legally be considered copyright infringement. AI outputs compete with and direct traffic away from human labor. As a result, generative AI has been especially noteworthy for taking work opportunities and deflating wages for creatives. In the optimistic view of AI, the tools can increase equity by making a wider variety of labor accessible and lead to improvements for lower-skilled workers. However, AI’s widespread adoption could also contribute to widening the wealth gap and accelerating existing disparities.
- Democracy: The popularization of AI has amplified threats to our democracy, including through misinformation, the creation of fake “bot” accounts, and voter suppression. The increased adoption of AI into government and everyday decision-making, and outsourcing of governance to poorly understood algorithms would erode democratic processes and our opportunities for democratic engagement.
Building on these guiding considerations, we are implementing our own AI policy for RE-AMP staff and at RE-AMP meetings. We are sharing the policy with the network both as a way to set an expectation for our meetings going forward, and in the hopes that it may provide a useful example for your own work.
RE-AMP AI Policy
We recognize the potential value of AI technology as well as the risks it generates and the harms it causes. We are committed to ensuring that our use of AI aligns with RE-AMP’s core values, as well as the principles detailed under the Minneapolis Foundation’s AI policy: confidentiality, accuracy, awareness of bias, and security.
To this end, we support the use of AI technology specifically where the benefit to accessibility or efficiency outweighs the risks and harms.
“AI” is an umbrella term used for technologies including machine learning, predictive algorithms, and natural language processing. Some now-old technologies, like the Spotify algorithm, Google translate, or smart thermostats, run models that could be called “AI”, as well as new technologies like self-driving cars. All AI is “trained” on an initial model to be able to identify the most probable outputs, which once good enough can be put to use in “inference” – making a prediction and producing outputs. But the latest major development in AI, and the reason that it’s now more relevant, is the advent of general purpose, consumer facing generative AI models. These “GenAI” tools (like ChatGPT, Meta’s Llama, Google’s Gemini, Elon Musk’s Grok, etc.) are trained on huge models to process language and generate language or images. In this document and policy, “AI” refers to any technology or system that uses machine learning, natural language processing, or other forms of artificial intelligence to process data, generate output, or make decisions. For the purpose of this policy, “AI” refers to any technology or system that uses machine learning, natural language processing, or other forms of artificial intelligence to process data, generate output, or make decisions.
Guiding Considerations
Any use of an AI tool by RE-AMP staff must comply with the following values:
- Sustainability: AI has a significant negative environmental impact in terms of carbon emissions, land use, water use, and energy. RE-AMP staff should take into account these impacts and weigh them against the expected benefit for all AI use.
- Confidentiality: Information input into any AI may enter the public domain. This can release non-public information, breach regulatory requirements, and compromise information and strategy critical to the movement. Staff may not grant AI tools, whether integrated “personal assistants” or discrete tools, access to confidential or private data, including but limited to: location, attendance, contact info, personal demographic information, or strategic choices.
- Security: AI may store sensitive data, which could be at risk of being breached or hacked. Staff must keep all AI tools contained to their intended scope, and access to sensitive data – including names, addresses, and passwords – must be avoided.
- Accuracy: AI relies on complex algorithms to generate content. This means it may provide inaccurate, unreliable, or misleading information (also known as “hallucinations”), or merely a lower quality output. Staff must treat the use of AI to generate content with caution, and review all AI generated content thoroughly. Any use of AI in content generation should also be made explicit to a reader, to maintain transparency.
- Bias: Due to the nature of AI training data, AI may produce biased, discriminatory, or offensive content. Like humans, all AI should be assumed to carry some internalized bias. RE-AMP staff will use AI responsibly and ethically, and will review any content for biased results.
- Equity: Much of AI training data has been sourced from individuals without their consent, and used to take away work from artists and writers. Staff may not use AI to generate art, and capacities for writing, synthesizing and summarizing may only be used where the benefit is significant.
- Democracy: The popularization of AI has amplified threats to our democracy, including through misinformation and creation of fake “bot” accounts. Staff may never use AI to create misinformation, falsify identities, or otherwise manipulate public opinion.
Acceptable Use
Before using an AI-tool, RE-AMP staff are expected to consider the Guiding Considerations above, as well as our Network Note on AI, and confirm that a tool does not conflict with the spirit of this policy. In most situations, RE-AMP does not endorse the use of generative AI to create content. Creation of documents and creative content can be done by humans, and typically better than AI can, albeit more slowly.
AI is Ubiquitous
As the technology popularizes, AI has been incorporated into many of the tools we use every day, and our data is being used often without our consent. AI can mean using ChatGPT or Gemini directly, but it can also be in a search engine you use, a browser extension, your email client’s suggestions when you type, or the assistant on your computer.
Despite increasing ubiquity, we still have choices. Before using a tool, consider what AI-enabled processes it uses and consider alternatives that may offer more choice and be more secure. Wherever possible, switch your default settings to maintain your privacy and avoid non-consensual AI use. Consider shifting your workflow, for instance through your default search engine, to tools that offer more choice or privacy (such as switching to DuckDuckGo). When a website requests to use your data, try to find where to opt-out (some websites make this easy, others make it hard to find or switch around button locations to get you to accept more tracking and/or content releases). Try to find if there is a place to opt-out of automatic training, or switch on privacy mode.
Videoconferencing & Transcription
To maintain confidentiality and security, third-party AI meeting assistants should not be used except where:
- A meeting participant requires captions or a transcript for accessibility
- The service does not allow meeting hosts to disable the bot
- The meeting takes place outside of RE-AMP’s platform and the host has the consent of all parties
First-party AI captioning, such as Zoom’s built-in captioning may be used to transcribe or caption presentations and meetings as long as all parties to the meeting consent and there is no confidential information expected to be shared. Confidential information should never be provided to an AI service. Where possible, invest in providing captioning and transcription services performed by humans.
When hosting a meeting, consider using the Zoom waiting room feature, which will allow you to refuse entrance to bots and unrecognized attendees. Depending on the type of meeting, you may also consider requiring authentication to join, which will only allow users who are signed into Zoom to enter–provided all parties would benefit from this additional level of privacy, and that this is an accessible option for them.
For meetings that require capturing key take-aways and action items, appoint a human notetaker unless there is a very compelling reason not to. We recommend outlining our approach to note taking in meeting registration, and including a question that asks if the registrant needs an accessibility accommodation that requires an AI bot.
RE-AMP employees should adhere to the following procedure should a bot appear without a human attendee, or should an attendee attempt to add a bot to a videoconference:
- State general policy against 3rd-party AI, ask whether the AI is helpful for access, and offer the option of human notetaking by a volunteer from the group
- Should AI be required for accessibility, announce to the group that there will be an AI recording the meeting and give participants an opportunity to leave the meeting before proceeding
- Should the AI be preferred for non-accessibility reasons, state the intention to remove the bot before continuing the meeting
- Warn the attendee that they may be removed from the meeting
- Remove attendee and/or end meeting if a resolution is not reached
If you are registered for a 3rd-party AI service, please look into preventing your bot from attending meetings in your absence.
In some cases, it may be necessary to transcribe interviews. AI transcription software may be used when the amount of transcription would create an undue burden on the employee’s time. In this situation, software with policies that state that they do not keep user data or use it for training may only be used.
Content Creation
As stated in our guiding considerations above, much of AI training data has been sourced from individuals without their consent, and is being used to depress wages while lowering quality standards for art and writing. Use of AI to generate art is strictly prohibited, and document generation capacities may only be used where the benefit is significant.
Targeted AI Use
When using AI, each query should be considered material. Even if the associated energy use of a single query is quite minimal, queries and exchanges can add up quickly. Different AI models have different associated resource use, power generation coming from clean energy, privacy and security practices, and transparency or consent practices. Very large general-use models and those using more complex processes like chain-of-thought can be most intensive, and prone to inappropriate use or overuse. Before using AI, ask:
- Is this AI tool increasing accessibility? Are there other reasonable ways to provide this accommodation?
- Is this a function best suited for AI’s predictive capabilities? Is it a function that a human could do as well or better on their own, or that might be better suited for an alternate technology, such as a traditional search or calculation?
- How much time does using AI save for this task? What knowledge or processing may be lost in the process?
- Is this AI tool the best option for the task? Is there an AI tool with a more targeted, smaller model better fit for the function? Are there models more sensitive to resource use and clean energy, privacy, transparency, or consent that I could use?
Transparency
Just as authors, reviewers and contributors are cited in our work, not only to give credit, but also to create a chain of accountability, all AI use should be clear and transparent to anyone engaging with its outputs. Content generated with the help of AI should clearly state what functions were performed by AI, and what model was used. Be specific and cautious about what claims are made by AI – you are still responsible for that content, and AI “facts” should always be treated with suspicion.