Responsible Use of Artificial Intelligence Technology
Canada · Guideline · Office of the Chief Information Officer, Government of Newfoundland and Labrador
Our summary
This provincial guideline establishes requirements for how government departments, employees, contractors, and other parties may deploy AI systems responsibly. It mandates an assessment process to evaluate proposed AI technologies, prohibits inputting confidential information into public AI systems, and requires human validation of AI-generated outputs before use. The policy is grounded in five principles: transparency, fairness, privacy and security, accountability, and human control.
Written by the Index in our own words. It is not legal advice; the official text is the authority.
Inside this policy
Every section of this policy in order. Our notes summarise each one in plain language and do not quote the official text, which is the authority.
Drafted by the Index An automated summary of the official text, not yet reviewed by a person.Reviewed Checked by a person against the official text.
10 sections
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Governance
This policy is issued by the Office of the Chief Information Officer to all government employees and affiliated personnel. It provides governance and authority information, contact details for questions, and a table of contents for the policy sections.
1.0 Overview
This policy aims to enable responsible adoption of AI technologies across government departments while managing associated risks. The policy establishes an assessment process to evaluate AI systems and is subject to annual review by the Chief Information Officer.
2.0 Application
This guideline binds all public sector departments and the personnel associated with them, encompassing staff, external contractors, advisors, institutional partners, academics, voluntary workers, service providers, representatives, third-party entities, and anyone else engaged in activities for Newfoundland and Labrador's departmental functions.
3.0 Definitions and Acronyms
This section defines key terms used in the policy, including artificial intelligence, two main AI types (generative and predictive), the AI assessment process framework, and relevant acronyms. The assessment process incorporates principles of transparency, fairness, privacy, accountability, and human oversight.
4.0 Statements
Users must obtain government approval before deploying AI and cannot input government information into public AI systems. Individuals must validate outputs from approved systems and verify decisions from predictive AI before implementation. Privacy impact assessments are required when personal information is involved, and exemptions require Chief Information Officer approval.
5.0 Roles and Responsibilities
Individuals are accountable for accuracy of AI-generated information and decisions. Departments must obtain approval before requesting AI use and monitor system outputs. The OCIO develops policy, maintains approved technology inventory, conducts assessments, and provides training.
6.0 Compliance and Enforcement
Violations of this guideline may trigger disciplinary consequences.
7.0 Supporting Materials and Version History
2 sections
Supporting Materials
This section provides hyperlinks to relevant legislation, policies, and resources including the Management of Information Act, privacy legislation, related government guidance documents, and OCIO contact information.
Version History
This is version 1.0 of the policy, issued on 2025-04-17.
Controls
What this policy requires, forbids, grants or penalises, one control at a time and in our own words. Each control links to the official text, which is the authority. This is not legal advice.
Drafted by the Index Drafted automatically from the official text, not yet reviewed by a person.Reviewed Checked by a person against the official text.
Themes covered 10 of 35
Choose a theme to see only its controls. About the themes
Risk and scope 2 of 4
- Risk classification, not covered
- Risk management system, not covered
Data and privacy 1 of 4
- Data subject rights and consent, not covered
- Cross-border data transfer, not covered
- Copyright and training data, not covered
Transparency and records 0 of 4
- Transparency and disclosure to users, not covered
- Labelling of synthetic content, not covered
- Technical documentation, not covered
- Record keeping and logging, not covered
Technical safeguards 1 of 4
- Human oversight, not covered
- Bias and non-discrimination, not covered
- Testing and evaluation, not covered
Assurance and lifecycle 1 of 4
- Conformity assessment and certification, not covered
- Registration and notification, not covered
- Incident and breach reporting, not covered
Rights and protected groups 1 of 4
- Children and vulnerable groups, not covered
- Biometric identification and surveillance, not covered
- Whistleblowing, complaints and redress, not covered
Roles and organisation 3 of 6
- Supply chain and provider-deployer duties, not covered
- General purpose and foundation models, not covered
- Innovation support and sandboxes, not covered
Enforcement and sectors 1 of 5
- Sector rules: health, not covered
- Sector rules: finance and insurance, not covered
- Sector rules: employment, not covered
- Sector rules: education, not covered
The full list of controls could not be loaded, so only the first 17 are shown.
4.0 8 controls
- ObligationApplies to: AnyoneDrafted by the Index
Individuals must obtain government approval before using any AI technology.
- ProhibitionApplies to: AnyoneDrafted by the Index
Individuals must not enter confidential, privileged or personal information belonging to the government into publicly available AI systems.
- Applies to: AnyoneDrafted by the Index
Individuals may input only non-proprietary information into publicly available AI systems.
- ProhibitionApplies to: AnyoneDrafted by the Index
Cabinet Records may not be entered, used or managed in any AI system unless the Cabinet Secretariat explicitly permits it.
- ObligationApplies to: AnyoneDrafted by the Index
Individuals must verify the accuracy of any output generated by approved AI systems before relying on it.
- ObligationApplies to: AnyoneDrafted by the Index
Individuals must confirm the validity of any decision made by a predictive AI system before they put it into effect.
- ObligationApplies to: DeployerDrafted by the Index
Departments must complete a Privacy Impact Assessment when AI use involves collecting, using or revealing personal information.
- ObligationApplies to: Public authorityDrafted by the Index
The Chief Information Officer must authorize any exemptions to this policy before an organization deploys AI.
5.0 8 controls
- ObligationApplies to: AnyoneDrafted by the Index
Individuals are accountable for the correctness of any information or decision that an AI system produces.
- ObligationApplies to: DeployerDrafted by the Index
Departments must get Deputy Minister authorization before asking the OCIO to enable AI technology use.
- ObligationApplies to: DeployerDrafted by the Index
Departments must make certain all staff are informed of and understand this policy.
- ObligationApplies to: DeployerDrafted by the Index
Departments must supervise and assess the data and outputs that AI systems process and create.
- ObligationApplies to: DeployerDrafted by the Index
Departments must check that data used by predictive AI systems is valid, current, representative and compliant with applicable laws and policies.
- ObligationApplies to: Public authorityDrafted by the Index
The OCIO must formulate, execute and sustain this policy and make it available to all government departments.
- ObligationApplies to: Public authorityDrafted by the Index
The OCIO must solicit feedback from interested parties to assess whether AI system requests satisfy the requirements for responsible use.
- ObligationApplies to: Public authorityDrafted by the Index
The OCIO must promote understanding and awareness of this policy in all government divisions.
6.0 1 control
- PenaltyApplies to: AnyoneDrafted by the Index
Failure to follow this policy may lead to personnel discipline.
Change history
No changes recorded since we began monitoring this policy.