Digital engagement and AI
Technology extends the reach of engagement when used with intention. Without knowing the rules going in, it can also create liability, public records exposure, and language access failures.
Updated August 28, 2026 at 1:59 PM PDT
Public records obligations
Everything AI generates in connection with county work is a public record. Transcripts, meeting summaries, survey analyses, and the prompts sent to AI tools are all subject to PRA disclosure. AI-generated transcripts must be retained per the county's records retention schedule and can't be deleted after a meeting.
Before turning it on
- California requires all-party consent before any recording or transcription starts. Include notice in the meeting invitation and state it verbally at the start of every session.
- If anyone objects to AI transcription, use a human notetaker.
- If an external participant joins with their own AI tool running, ask them to turn it off. If they won't, note it for the record and consult County Counsel.
- Use county-approved tools only. Don't feed community input into unvetted third-party systems.
- Never use AI transcription in closed sessions or meetings involving personnel matters or legal counsel.
Accuracy and human review
Accents, non-English speakers, and community-specific language are where these tools fail most frequently — those are frequently the voices that matter most in engagement work.
- Every AI-generated transcript must be reviewed and corrected by the engagement lead within five business days, before it's used in any What We Heard summary, staff report, or public-facing document.
- The staff member signing off is accountable for accuracy. Not the tool.
For county-hosted virtual or hybrid meetings, the IST Broadcast team provides technical support. Contact them during the planning phase, not the week of the event.
- Digital participation data needs careful interpretation. An online survey reaching 500 people means little if it missed the communities most affected. Numbers aren't the same as representation.
- Every digital engagement strategy needs an accessible alternative for people without reliable internet, devices, or digital comfort.