June 20, 2023, Updated September 6, 2023
1. Purpose
The purpose of this Generative Artificial Intelligence and Large Language Model Policy (“Policy”) is to provide guidance and establish a framework for the responsible and compliant use of generative artificial intelligence (GAI) and large language models (LLMs) within EDRM. This Policy aims to ensure that GAI and LLMs are used in a manner that promotes ethical behavior, protects user privacy, adheres to applicable laws and regulations, and upholds the principles of transparency and accountability.
2. Scope
This Policy applies to all employees, contractors, project contributors, bloggers, faculty, Trusted Partners and third-party vendors engaged in the development, deployment, or use of GAI and LLMs within EDRM.
3. Definitions
Generative Artificial Intelligence (GAI): A subset of artificial intelligence that focuses on creating new data samples or content based on patterns learned from existing data. These AI systems use machine learning algorithms, often deep learning techniques, to generate outputs that resemble the input data in terms of structure, style, or content. Generative AI models are capable of producing various types of content, such as images, text, audio, or video, and have applications in numerous fields, including art, music, design, natural language processing, and data augmentation.
Large Language Model (LLM): An advanced type of artificial intelligence model specifically designed to understand and generate human-like natural language. These models are trained on vast amounts of text data from diverse sources and use deep learning techniques, such as neural networks, to identify patterns and relationships within the text. As a result, LLMs can comprehend context, generate coherent sentences, and even answer questions or engage in conversations with users. Their ability to process and produce natural language has made them valuable tools for various applications, including machine translation, sentiment analysis, summarization, content generation, and conversational AI.
4. Compliance Requirements
4.1 Legal Compliance
All uses of GAI and LLMs must comply with applicable laws, regulations, and industry standards. This includes, but is not limited to, data protection and privacy laws, intellectual property rights, and content regulations.
4.2 Ethical Considerations
Users of GAI and LLMs must adhere to ethical principles and avoid using the technology in ways that promote discrimination, harassment, or any form of harm. Users must also refrain from using GAI and LLMs to create or disseminate false or misleading information.
4.3 Privacy and Data Protection
Users must ensure that GAI and LLMs are used in accordance with EDRM’s data protection and privacy policies. This includes obtaining necessary consent, safeguarding personal information, and ensuring the security and confidentiality of data used in GAI and LLM applications.
4.4 Intellectual Property
Users must respect the intellectual property rights of others and avoid using GAI and LLMs to infringe upon copyrights, trademarks, or other proprietary rights. This includes ensuring that the content generated by GAI and LLMs does not infringe upon the rights of third parties.
4.5 Transparency
Users must be transparent about the use of GAI and LLMs and disclose their involvement in content generation or analysis where appropriate. This includes providing proper attribution and informing users when GAI or LLM-generated written, video, audio or visual content is presented.
4.6 Accountability
Users must be accountable for their use of GAI and LLMs and take responsibility for the outcomes generated by these technologies. This includes monitoring the performance of GAI and LLMs, addressing any potential issues, and ensuring that GAI and LLMs are used in a manner consistent with this Policy. Each author is responsible for validating the output, IP rights, checking facts and citations, as well as the appropriate disclosure of the use of AI.
Authors should use the following when they disclose “Assisted by GAI and LLM Technologies per EDRM GAI and LLM Policy.”
5. Training and Awareness
All employees, contractors, and third-party vendors who engage with GAI and LLMs must receive appropriate training and education on this Policy, the ethical use of GAI and LLMs, and applicable laws and regulations.
6. Monitoring and Enforcement
EDRM will periodically review and monitor the use of GAI and LLMs to ensure compliance with this Policy. Any violations of this Policy may result in disciplinary action, up to and including termination of relationship and removal of the author’s content with a notice of removal.
7. Policy Review and Updates
This Policy will be reviewed and updated periodically to ensure that it remains relevant and effective in addressing the evolving landscape of GAI and LLM technology and related compliance requirements. Last updated on September 6, 2023.
8. Current GAI and LLM Tool Usage
EDRM recognizes the value of GAI and LLM tools in streamlining content creation processes and enhancing the overall quality of its research, writing, and editing efforts. To this end, EDRM occasionally employs GAI tools, including ChatGPT, Google BARD and DALL-E2, to assist, augment, and accelerate the development and publication of both new and revised content in posts and pages (initiated beginning in late 2022). It is EDRM’s policy to disclose such use for all GAI and LLM content assistance.
9. Contact Us
If you have questions or comments about this notice, you may contact our CEO and chief legal technologist and Data Protection Officer (DPO), Mary Mack, by email at info@edrm.net.
*Assisted by GAI and LLM Technologies and gratefully adapted with permission from ComplexDiscovery OU. ComplexDiscovery OU’s policy here.