Purpose

The purpose of this policy is to provide guidance for all Schaumburg Township District Library staff regarding the secure, responsible, ethical, and effective use of artificial intelligence (AI) tools. This policy outlines the expectations that staff must follow when utilizing AI tools in Library operations, ensuring that AI is used to enhance services and operations while managing associated risks.

Scope

This policy applies to all staff using AI tools, including AI functions embedded within existing software and any private AI systems developed or purchased for Library purposes. The policy covers the use of AI across all areas of the Library’s services and administrative functions, including customer services, programming, collections, technology, data analysis, human resources, and procurement. The Library will also share this policy with external partners, vendors, and collaborators involved in AI-related activities.

Individual patron use of AI tools is not covered by this policy. However, staff assisting patrons should be aware of AI-related privacy and ethical concerns.

Guiding Principles

This policy is grounded in the core values of the Schaumburg Township District Library, emphasizing equity, transparency, and accountability. It upholds principles from our Library’s mission, vision, and values statement, ensuring AI tools are deployed responsibly and in accordance with ethical standards.

Policy Statement

The Schaumburg Township District Library recognizes the transformative potential of AI tools to improve the efficiency and effectiveness of Library services. AI offers opportunities for enhanced service delivery, data analysis, and program development. However, the Library is committed to managing the risks of AI, including those related to privacy, security, equity, transparency, and potential bias.

This policy outlines the responsible use of AI tools, ensuring that their deployment adheres to ethical guidelines, complies with relevant legislation, and mitigates any risks associated with their use.

1. Security and Reliability

1.1. The Library is committed to providing AI tools that meet appropriate standards of reliability, security, and trustworthiness.

1.2. An IT Security Assessment will be conducted before any AI tool is approved for use by Library staff, ensuring proper risk mitigation is in place.

1.3. Only AI tools that have been rigorously assessed for security, robustness, and suitability for intended purposes will be used.

2. Privacy

2.1. The Library recognizes that some AI tools may involve the sharing of data with third parties or contribute to the training of AI models. All AI applications collecting personal or financial data must comply with relevant data protection laws and regulations, including the Library Records Confidentiality Act, 75 ILCS 70/1, et seq.

2.2. The Library is committed to protecting privacy by keeping personally identifiable information confidential. The Library’s commitment to privacy has deep roots in the law and in the ethics and practices of librarianship. The Library holds true to the values of the American Library Association affirming that, “Privacy is essential to the exercise of free speech, free thought, and free association.”

3. Accountability and Transparency

3.1. The Library is committed to ensuring that the use of AI tools is transparent and subject to appropriate oversight. Staff will ensure that AI-generated content is reviewed for accuracy and compliance with Library standards.

3.2. Library staff are required to critically evaluate the outputs of AI tools, recognizing the limitations and biases inherent in these systems. AI tools are intended to augment human decision-making and assist in tasks, not replace professional judgment.

3.3. Any work product substantially generated by AI must be clearly identified and reviewed by Library personnel for accuracy and appropriateness before publication or use.

4. Algorithmic Bias and Equity

4.1. The library is committed to using AI in ways that promote fairness, inclusivity, and equity, actively mitigating the risks of algorithmic bias.

4.2. All AI tools will be evaluated to ensure they do not exacerbate disparities or inequalities in library services and will be regularly monitored for bias.

5. Sustainability

5.1. The Library recognizes the environmental impact of AI tools, including their energy consumption and carbon footprint. The Library will prioritize AI tools that are designed to be energy-efficient and promote environmentally sustainable practices.

5.2. Staff should consider the environmental impact of AI tools and explore alternative solutions if a comparable result can be achieved with fewer resources.

6. Continual Learning

6.1. The Library is committed to ongoing education regarding the ethical and effective use of AI. Staff will receive training on the implications of AI for privacy, security, and ethics, as well as on how to assist patrons in understanding AI-generated content.

6.2. The Library will monitor the legal landscape regarding AI technologies, ensuring that policies are updated to reflect changes in laws, regulations, and case law.

6.3. Ongoing professional development will be provided to help staff stay informed about AI technology and its evolving role in Library operations.

Specific Directives

  • Department heads and managers are responsible for ensuring that their staff understand and comply with this policy.

  • Guidelines for applying this policy to specific Library services will be developed and updated as needed to provide clear direction to staff.

Given the rapid evolution of artificial intelligence technologies, this policy will be reviewed and updated regularly to remain current with technological advancements, regulatory changes, and organizational needs.

Approved by the Schaumburg Township District Library Board of Trustees, August 18, 2025.