government:public_records [OKF Expert]

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====== Public Records and AI ======

**Knowledge Bundle:** Public-Sector AI Readiness  
**Concept ID:** government:public_records  
**Concept Type:** Records and Transparency Guidance  
**Status:** Draft  
**Audience:** Public agencies, clerks, legal counsel, IT teams, department leaders  
**Steward:** OKF Expert  
**AI Use:** Human-reviewed  
**Last Reviewed:** June 2026

===== Purpose =====

Public agencies should consider how AI-generated content, prompts, uploaded documents, chat histories, and AI-assisted work may intersect with public-records, retention, transparency, and disclosure obligations.

AI does not remove an agency’s responsibility to preserve records that are otherwise required to be retained.

===== Key Considerations =====

  * Whether prompts or AI-generated outputs qualify as agency records
  * Whether communications created with AI must be retained
  * Whether AI systems store chat history or uploaded files
  * Whether vendor systems retain agency data
  * Whether staff can export records when needed
  * Whether AI-assisted documents require human review before release
  * Whether the agency can explain how AI was used in a public-facing workflow

===== Recommended Practices =====

  * Use approved AI tools only.
  * Avoid entering confidential or protected information into public AI systems.
  * Document agency-approved AI workflows.
  * Maintain records according to applicable retention schedules.
  * Preserve material AI-assisted work products when required.
  * Establish clear rules for chat logs, prompts, uploaded files, and generated drafts.
  * Consult records-management and legal staff before deploying public-facing AI systems.

===== Questions for Agencies =====

  * Does the AI platform retain prompts, uploads, or outputs?
  * Can the agency export records on demand?
  * Can records be deleted according to retention rules?
  * Are audit logs available?
  * Who owns the data submitted to the AI system?
  * Does the vendor use agency data for model training?
  * Can the agency respond to a public-records request involving AI-assisted work?

===== Related Concepts =====

  * [[government:ai_governance|AI Governance]]
  * [[government:ai_risk_assessment|AI Risk Assessment]]
  * [[government:ai_procurement|AI Procurement]]
  * [[government:staff_ai_training|Staff AI Training]]
  * [[government:ai_readiness|Return to Public-Sector AI Readiness]]