Adopted April 21, 2026 by Executive Working Team

The use of Artificial Intelligence (AI) tools with North Carolina AHEC data and documentation is strictly limited to secure, closed‑system environments that ensure data confidentiality and integrity. AHEC data, including any sensitive, proprietary, or personally identifiable information, must not be entered into or processed by open, public, or vendor‑hosted AI systems that train on user‑provided content or otherwise expose data outside the controlled environment. Only AI platforms that guarantee no data retention, no model training using AHEC inputs, and no external data sharing are authorized for use. In addition to this program-wide policy, regional AHEC offices and host institutions may establish more specific or restrictive guidelines governing AI use, and all users are responsible for complying with both local and program-wide requirements. All use of AI must adhere to institutional data security standards, applicable laws, and AHEC privacy expectations.

Putting Policy into Practice — Practical guidelines to help you implement the NC AHEC AI Use Policy

1. Use only approved, closed AI systems.
Before using any AI tool, verify that it is institution‑approved, operates in a closed environment, and does not retain your inputs or use them for training. If you’re unsure, check with your regional team or the Program Office. Most AHECs with a host institution have guidelines on which AI tools are to be used.

2. Never copy‑and‑paste sensitive data into public AI tools.
Do NOT enter any AHEC documentation, emails, meeting notes, operational data, PII/PHI, or proprietary information into public AI platforms such as ChatGPT, Google Gemini, or any free/open tools.

3. Strip or anonymize content when possible.
If you use AI assistance to brainstorm or draft general content, remove names, identifying details, internal data, or confidential information beforehand. This would include de identifying any evaluation or survey data.

4. Keep work within the AHEC digital environment.
When using AI tools embedded in approved systems, work directly within the secure platform (e.g., Word, Teams, SharePoint). Avoid downloading data to outside tools or personal devices.

5. Follow your regional office’s additional requirements.
Regional AHECs may have more restrictive guidelines. When in doubt, follow the strictest applicable policy. If your region has an approval process, complete it before using any AI tool.

6. Ask IT before adopting new AI tools.
Do not sign up for or experiment with new AI services—especially “free trials”—that have unclear data handling practices. Always submit them to your Regional AHEC IT team for review first.

7. Document your AI use.
For work products created with AI, make a note of what tool was used and how. This helps maintain transparency and allows others to understand your work.

8. Use AI as an assistant, not a source of truth.
AI‑generated output may be inaccurate. Always review and verify the information, especially when it relates to programs, clinical topics, operational guidance, or public‑facing materials.

9. Protect data in prompts and outputs.
If AI-generated text contains internal information, treat it with the same confidentiality as the original data—store it in approved locations only.

10. Ask for guidance when unsure.
If you’re uncertain whether something is allowed, consult your Regional IT team or the Program Office before proceeding.