Feedback Request – Draft Artificial Intelligence Technologies and Recordkeeping Policy (Victoria)

Public Record Office Victoria (PROV) has drafted a new policy on artificial intelligence technologies and recordkeeping and we would love to hear your feedback. You can download it here: prov.vic.gov.au/recordkeeping-government/a-z-topics/...

The policy was developed to address the complexity of managing records/data created by or through the use of artificial intelligence technologies. This includes the production of full and accurate records/data, as well as the appropriate management of those records/data in accordance with PROV's Recordkeeping Standards.

The policy centers around the ability to provide an understandable explanation behind business actions, decisions and other activities. Documenting processes and technologies used, including how they were used and the kinds of checks and balances to prevent harm and correct misinformation, are an essential component of being able to provide an understandable explanation. Documentation includes situations where the criteria for making decisions or carrying out actions are determined by AI technologies.

The policy is a companion to the Approval Processes Policy, which covers decisions and actions relating to an approval process including those conducted by machine learning and related technologies. Public offices should apply its terms in line with the PROV Value and Risk Policy to relevant recordkeeping decisions and practices (both policies are accessible from the Policies topic page prov.vic.gov.au/recordkeeping-government/a-z-topics/...).

Please send your feedback directly to Xander Hunter ([email protected]) by COB Friday 12 January 2024. 

We have also issued a topic page on Artificial Intelligence Technologies and Recordkeeping to provide some general advise and link to globally available tools of value. The topic page is here: prov.vic.gov.au/recordkeeping-government/a-z-topics/AI