August 2024: Governance & Responsible AI in Federal Agencies

PubSec.ai Newsletter

August 19, 2024

August 2024: Governance & Responsible AI in Federal Agencies

Deep dive into governance frameworks, acceptable use policies, and responsible AI principles for M365 Copilot adoption in federal environments.

What’s Inside This Issue

This month we tackle governance—the policies, oversight structures, and principles that enable responsible AI adoption in government.

🏛️ Governance Frameworks

Practical guidance for establishing AI governance committees, decision-making structures, and policy approval workflows that balance innovation with accountability.

📜 Acceptable Use Policies

Downloadable policy templates specifically designed for federal AI adoption, with clear guidance on appropriate and prohibited uses of Copilot in government contexts.

🔒 Privacy & Civil Liberties

Detailed exploration of Privacy Act implications for AI-enabled productivity tools, including PIA requirements and technical controls for PII protection.

⚖️ Responsible AI Principles

How federal agencies can operationalize responsible AI principles—fairness, transparency, accountability, and safety—within their Copilot deployments.

🎯 Real-World Governance

Case study from a large federal agency that established comprehensive AI governance before pilot deployment, resulting in accelerated adoption and strong stakeholder confidence.

Why Read on LinkedIn?

The full newsletter includes:

Downloadable governance committee charter template
Sample acceptable use policy (customizable for your agency)
Privacy impact assessment checklist
Risk register template for AI deployments
Expert commentary on evolving federal AI policy
Community discussion with peer agencies

Subscribe to stay informed on governance best practices!

📖 Read Full Newsletter on LinkedIn

Preview: What to Expect

Establishing Governance Committees

Effective AI governance requires cross-functional leadership. We detail:

Committee composition (who should have a seat at the table)
Charter development and mandate definition
Meeting cadence and decision-making authority
Escalation paths and oversight mechanisms
Integration with existing governance bodies

Policy Development

Policies provide clarity and confidence for users and leadership. This section covers:

Acceptable use: specific examples of appropriate Copilot applications
Prohibited uses: activities that are off-limits regardless of technical capability
Data handling: how to work with different classifications of information
Verification requirements: when and how to validate AI-generated content
Consequences: what happens when policies are violated

Privacy Compliance

The Privacy Act applies to AI systems that process PII. We explore:

When a Privacy Impact Assessment is required
System of Records Notice (SORN) considerations
Data minimization principles for AI contexts
Technical controls (DLP, access restrictions, audit logging)
Senior Agency Official for Privacy (SAOP) engagement

Responsible AI in Practice

Responsible AI isn’t just a buzzword—it’s operationalizable. We provide:

Fairness: testing for bias in AI suggestions and recommendations
Transparency: explaining to users how Copilot works and what it can access
Accountability: establishing clear ownership for AI governance decisions
Safety: preventing harmful outputs through policy and technical controls

Governance Success Story

One agency’s approach to governance-first AI adoption:

90 days from governance establishment to pilot launch
Zero policy violations during 6-month pilot
High user confidence due to clear guidelines
Strong executive support based on demonstrated responsibility
Smooth path to authorization and broader rollout

Featured Resources This Month

Video: Building a Governance Framework for M365 Copilot
Video: Privacy Considerations and PII Protection
Guide: AI Adoption Playbook
Resource: Governance Policy Template
Resource: Privacy Impact Assessment Template

Policy Corner: Executive Order on AI

This month we analyze key provisions of the October 2023 Executive Order on Safe, Secure, and Trustworthy AI and what it means for federal Copilot deployments. Topics include: