Artificial Intelligence (AI)
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      Can I use AI software in my diocesan role?

      Artificial intelligence software, eg. Copilot, ChatGPT, Apple Intelligence

      Artificial intelligence (AI) is in its infancy and has become available for everybody to use.

      The IT Team have had several enquiries with regards to using AI in their diocesan role and is currently in review. There are 2 AI bots you may come across already on your diocesan devices:

      • Microsoft Copilot
        • Inbuilt in Windows 11 and Microsoft Edge
        • There is also an additional paid subscription called Microsoft 365 Copilot which integrates with Microsoft 365 such your emails and all files stored in OneDrive and SharePoint.
      • Apple Intelligence
        • Available on certain Apple devices running iOS / iPadOS 18

      Note: Copilot's functionalities are limited without a paid Microsoft 365 Copilot subscription. Due to the cost of acquiring licenses for all diocesan employees, we are issuing them on a case-by-case basis, charged to departmental budgets. If you wish to use Copilot, please submit a support ticket detailing its benefits for your diocesan role.

      While we review the options for using AI please bear in mind the following risks if you are planning on using it:

      1. Account Requirements
        All cloud services for diocesan work require strong passwords (12+ characters including uppercase, lowercase, numbers and symbols) and multi-factor authentication (MFA/2FA). Microsoft Copilot links into your Microsoft diocesan account already. If you're creating an account with another provider, eg. ChatGPT, your login details need to be secure.
        1. Do not use your diocesan password for non-Microsoft cloud services.
        2. Enabling Multi-Factor Authentication (MFA) with OpenAI (ChatGPT)
      2. Data Protection
        As a diocesan employee we all have a legal duty and responsibility to protect the vast amount of personal data we hold. Personal data cannot therefore be used when working with AI outside of Microsoft Copilot.
      3. Content
        1. Copyright Issues: AI may unintentionally generate or use content that violates copyright laws, leading to potential legal liabilities if proper permissions aren't obtained.
        2. Data Security: Sensitive business information could be exposed or mishandled if AI systems lack robust data protection measures.
        3. Bias and Errors: AI can produce biased or inaccurate outputs, which may affect decision-making and lead to flawed business strategies or unfair practices.
        4. Compliance Risks: AI may not always comply with industry-specific regulations, putting the organisation at risk of penalties.

      We therefore ask you to be cautious about using Artificial Intelligence in your diocesan role and ask that you speak to the diocesan data protection officer if you wish to use it in your role.

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