December 11, 2025

Responsible Use of AI Tools and Data

At UDOT, we are committed to leveraging AI to enhance efficiency and service. With this powerful tool comes a critical requirement: all employees must follow the State of Utah  Enterprise Generative AI Policy and the Responsible Use of AI Memo which contains UDOT’s “AI Guiding Principles”. Compliance with these two essential policies protects public trust, privacy, and the integrity of State data.

Your Role: Regarding The Human in the Loop

When using AI, individuals should:

• Apply Human Judgment: AI can support your work, but it never replaces your decision-making or accountability—especially when people or communities are affected.

• Identify and Manage Risk: Review and follow all State and UDOT privacy policies to avoid safety, legal, reputational, or security risks.

• Use AI Constructively: AI should only be used in ways that advance UDOT’s goals and should never be used to harm or undermine people or groups.

Generative AI Rules: Protecting Our Data

To maintain the security and privacy of State information:

• Use Approved Tools: Employees are only approved to use Gemini for Google Workspace, the Gemini App, and NotebookLM when signed in with their official Utah.gov account.

• No Sensitive Data: Never enter private, controlled, confidential, or restricted information into any public AI tool.

• Be Transparent: If a report or product is primarily AI-generated, it must be disclosed and labeled as “AI-generated.” AI supports brainstorming, research, early drafts, and editing—not final decisions or public communication.

Meeting Transcriptions: Human Oversight Required

Employees must use diligence in protecting information, as AI transcriptions and recordings present opportunities for data exploitation. Users should be acutely aware that vendors or bad actors could use this data for their own purposes, whether intentionally or accidentally.

Meeting recordings and transcripts are considered records and require human governance. 

• AI or Third Party Transcriptions: All AI-generated outputs—including transcripts and summaries—are unverified drafts and must be reviewed for accuracy, appropriateness, privacy, and security before being shared or used.

• Google Meet Transcriptions: The transcription feature in Google Meet is currently blocked for UDOT accounts because transcripts are auto-distributed without the required human review. UDOT is working with State IT and Google on a solution to fix and restore this feature, once meeting owners can control distribution and content editing.

• External Meetings: Use caution when third-party AI tools are used for recording or transcription. Employees may choose to participate, request alternatives, or decline.

• Consultants working on UDOT Projects: Employees who contract services from consultants are expected to ensure they follow the same standards. 

Remember:

Employees are fully accountable for all decisions and materials created with AI. Always evaluate AI outputs for accuracy, bias, and policy compliance.

For questions, see the full policies or contact the Data Analytics and Governance team at udotanalytics@utah.gov.