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AI Policy

Policy on AI

Acceptable Use of Generative Artificial Intelligence (AI) Tools as related to the PA History Society’s information, materials, and procedures.

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The PA History Society (PAHx) recognizes the increasing availability of generative artificial intelligence (“AI”) tools and remains committed to their responsible, ethical, and lawful use.

Purpose

The purpose of this Policy is to establish expectations for the use of generative AI in preparing materials submitted to PAHx and to help preserve the authenticity, integrity, and reliability of those materials.

Scope

This Policy applies to all individuals who submit materials to PAHx. For purposes of this Policy, generative artificial intelligence (“AI”) tools include technologies that generate, edit, summarize, translate, or otherwise substantially modify text, images, audio, video, or other content in response to user prompts or instructions, including, but not limited to, ChatGPT, Google Gemini, Microsoft Copilot, Diligent GovernAI, Zoom AI, chatbots, AI note-taking tools, and similar technologies.

This Policy is not intended to apply to routine or embedded AI functionalities in standard software tools (such as spell check, predictive text, grammar suggestions, or similar features) that do not materially generate or modify content.

Materials Donated to the PAHx

All materials submitted to PAHx (such as biographies, articles, website features, recorded oral history interviews, etc.) are subject to review and acceptance by PAHx. An individual who submits material that relies on or was created or modified using generative AI tools must include a statement identifying the generative AI tool used and describing the extent and purpose of its use. As the primary source of original historical material relating to the PA profession, PAHx reserves the right to accept or refuse submissions that could compromise the authenticity, accuracy, reliability, or integrity of PAHx materials or jeopardize the reputation of PAHx.

Individuals submitting materials are responsible for ensuring that any materials submitted to PAHx, including materials prepared with the assistance of generative AI, comply with applicable law and do not infringe the intellectual property privacy, publicity or other legal rights of third parties.

Archival & Collections

Generative AI tools may be used for repetitive tasks such as digitizing, scanning, and catalog indexing, unless the generative AI tool uses inputs to train the AI model and the inputs include sensitive personal information or proprietary and confidential information. All metadata tags, transcripts, and finding aids created or substantially modified using generative AI must be clearly labeled to disclose the use of generative AI and identify the generative AI tool used. The PAHx senior archivist or other designated staff member shall review and verify any material or task involving the use of a generative AI tool before it is incorporated into PAHx records or made publicly available.

Monitoring:

This Policy will be reviewed annually during the weekend of the April Board Meeting.

Adopted: 8.13.26

Last Reviewed: 8.13.26