Artificial Intelligence (AI) Technologies Use Authorizations & Restrictions

Use Cases

• Link to product - https://firefly.adobe.com/
• This technology may be used to generate or edit images, clip art, text effects, videos, audio, and vectors.
  • The examples above are not a complete list. Similar uses are allowed, provided that only approved data is used within the approved environment and, where required, is authorized by the appropriate Data Owner.
  • If you have questions about whether a specific use case is appropriate or would like to request consideration of additional use cases, contact the Information Systems Department (ISD) for guidance.
• Departments are responsible for further defining and approving appropriate use cases within their operations, including any department-specific restrictions or guidance.
• Any integrations, external data sharing, or high-risk implementations must be reviewed and approved by ISD and, where applicable, County Counsel.

Data Classifications

• This AI technology may be used with Public data.
• Use of Internal or Confidential County data requires additional review and approval from ISD and County Counsel.
  • Please contact ISD for additional review if you wish to use this technology with Internal or Confidential information.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).
• Contact the Information Systems Department (ISD) for licensing information.

Restrictions

• This approval applies only to standalone use of this technology. It does not apply to integrations with other systems or use within other technologies. Any such uses must be separately reviewed and approved by ISD and, where applicable, County Counsel.
• This technology cannot be used with Criminal Justice Information (CJI).

Licensing: Generating basic images and clip art can be done for free, but other features like editing files, generating videos, audio, and vectors require a Creative Cloud license, such as Photoshop or Illustrator.

Disclaimer for Usage: As a reminder, AI tools may only be used with media that the County owns or is explicitly authorized to use. This includes original content and any third-party material the County has licensed for use. If you intend to edit, modify, or otherwise alter media (e.g., merging media, applying effects, or generating derivative content), you must first ensure that the County owns the content or holds explicit rights or permissions to modify it. Do not upload, input, or alter third-party stock or any external content unless you have verified appropriate permissions from the rights holder. When in doubt, consult with County Counsel.

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Use Cases

• Link to product - https://www.adobe.com/acrobat/generative-ai-pdf.html
• This technology is an AI feature specifically built for PDF workflows by Adobe and is integrated into Acrobat. It uniquely understands document structure and context, making it ideal for extracting insights, generating summaries, and answering questions from complex documents.
  • The examples above are not a complete list. Similar uses are allowed, provided that only approved data is used within the approved environment and, where required, is authorized by the appropriate Data Owner.
  • If you have questions about whether a specific use case is appropriate or would like to request consideration of additional use cases, contact the Information Systems Department (ISD) for guidance.
• Departments are responsible for further defining and approving appropriate use cases within their operations, including any department-specific restrictions or guidance.
• Any integrations, external data sharing, or high-risk implementations must be reviewed and approved by ISD and, where applicable, County Counsel.

Data Classifications

• This AI technology may be used with Public, Internal, and Confidential County data, except for:
  • Personal Health Information (PHI)
  • Criminal Justice Information (CJI)
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).
• Adobe AI Assistant comes as standard features for users with Adobe Studio licenses
  • Contact the Information Systems Department (ISD) for licensing information.

Restrictions

• This approval applies only to standalone use of this technology. It does not apply to integrations with other systems or use within other technologies. Any such uses must be separately reviewed and approved by ISD and, where applicable, County Counsel.

This technology cannot be used with Personal Health Information (PHI) or Criminal Justice Information (CJI).

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Use Cases

• Link to product - https://trust.arcgis.com/en/trusted-ai
• This technology may be used to assist with designing, building, and managing GIS content within ArcGIS Online.
  • The examples above are not a complete list. Similar uses are allowed, provided that only approved data is used within the approved environment and, where required, is authorized by the appropriate Data Owner.
  • If you have questions about whether a specific use case is appropriate or would like to request consideration of additional use cases, contact the Information Systems Department (ISD) for guidance.
• Departments are responsible for further defining and approving appropriate use cases within their operations, including any department-specific restrictions or guidance.
• Any integrations, external data sharing, or high-risk implementations must be reviewed and approved by ISD and, where applicable, County Counsel.

Data Classifications

• This AI technology may be used with Public, Internal, and Confidential County GIS data that resides within the ArcGIS environment.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).
• Contact the Information Systems Department (ISD) for licensing information.

Restrictions

• This approval applies only to standalone use of this technology. It does not apply to integrations with other systems or use within other technologies. Any such uses must be separately reviewed and approved by ISD and, where applicable, County Counsel.

This technology cannot be used with Criminal Justice Information (CJI).

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Important Note

Microsoft 365 Copilot Chat (included with the County's M365 license) and Microsoft 365 Copilot (additional license required) are the County’s preferred AI platforms and are approved for use with Public, Internal, and Confidential information. Staff should use these tools whenever possible due to integrated security, compliance, and data‑protection controls.

Use Cases

• Link to product - https://chatgpt.com/pricing/
• This technology may be used to assist with gathering information and generating and/or fine-tuning content using the ChatGPT website or ChatGPT App.
  • No other uses cases are approved.
• Departments are responsible for further defining and approving appropriate use cases within their operations, including any department-specific restrictions or guidance for staff.
• Any integrations, external data sharing, or high-risk implementations must be reviewed and approved by ISD and, where applicable, County Counsel.

Data Classifications

• Only Public information is authorized to be entered or uploaded with this version.
  • No other data types are approved for use.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).
• Users must enable Multi-Factor Authentication (MFA) within the platform.
• Users must manually Opt-Out of data sharing with the vendor - https://privacy.openai.com/policies?modal=take-control
  • Customer data is used to train the vendor AI by default for all Consumer versions of ChatGPT unless customers Opt-Out.
• Custom GPTs cannot be created or shared with this version, but if they become available in the future, follow all ChatGPT-Plus requirements.
• Chat history and Memories should be periodically reviewed and deleted, once they are no longer needed.

Restrictions

• Internal or Confidential County data is not permitted to be entered into or uploaded to this version under any circumstances.
• There is no approved path forward for using this version with Internal or Confidential information. Staff must use Microsoft 365 Copilot Chat, Microsoft 365 Copilot, ChatGPT Business, or other approved platforms instead.

This technology is prohibited from integrating with County systems or systems that contain County data.

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Important Note

Microsoft 365 Copilot Chat (included with the County's M365 license) and Microsoft 365 Copilot (additional license required) are the County’s preferred AI platforms and are approved for use with Public, Internal, and Confidential information. Staff should use these tools whenever possible due to integrated security, compliance, and data‑protection controls.

Use Cases

• Link to product - https://chatgpt.com/pricing/
• This technology may be used to assist with gathering information and generating and/or fine-tuning content using the ChatGPT website or ChatGPT App.
  • No other uses cases are approved.
• Departments are responsible for further defining and approving appropriate use cases within their operations, including any department-specific restrictions or guidance for staff.
• Any integrations, external data sharing, or high-risk implementations must be reviewed and approved by ISD and, where applicable, County Counsel.

Data Classifications

• Only Public information is authorized to be entered or uploaded with this version.
  • No other data types are approved for use.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).
• Users must enable Multi-Factor Authentication (MFA) within the platform.
• Users must manually Opt-Out of data sharing with the vendor - https://privacy.openai.com/policies?modal=take-control
  • Customer data is used to train the vendor AI by default for all Consumer versions of ChatGPT unless customers Opt-Out.
• Custom GPTs cannot be created or shared with this version, but if they become available in the future, follow all ChatGPT-Plus requirements.
• Chat history and Memories should be periodically reviewed and deleted, once they are no longer needed.

Restrictions

• Internal or Confidential County data is not permitted to be entered into or uploaded to this version under any circumstances.
• There is no approved path forward for using this version with Internal or Confidential information. Staff must use Microsoft 365 Copilot Chat, Microsoft 365 Copilot, ChatGPT Business, or other approved platforms instead.

This technology is prohibited from integrating with County systems or systems that contain County data.

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Important Note

Microsoft 365 Copilot Chat (included with the County's M365 license) and Microsoft 365 Copilot (additional license required) are the County’s preferred AI platforms and are approved for use with Public, Internal, and Confidential information. Staff should use these tools whenever possible due to integrated security, compliance, and data‑protection controls.

Use Cases

• Link to product - https://chatgpt.com/pricing/
• This technology may be used to assist with gathering information and generating and/or fine-tuning content using the ChatGPT website or ChatGPT App.
  • No other uses cases are approved.
• Departments are responsible for further defining and approving appropriate use cases within their operations, including any department-specific restrictions or guidance for staff.
• Any integrations, external data sharing, or high-risk implementations must be reviewed and approved by ISD and, where applicable, County Counsel.

Data Classifications

• Only Public information is authorized to be entered or uploaded with this version.
  • No other data types are approved for use.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).
• Users must enable Multi-Factor Authentication (MFA) within the platform.
• Users must manually Opt-Out of data sharing with the vendor - https://privacy.openai.com/policies?modal=take-control
  • Customer data is used to train the vendor AI by default for all Consumer versions of ChatGPT unless customers Opt-Out.
• Custom GPTs cannot be created or shared with this version, but if they become available in the future, follow all ChatGPT-Plus requirements.
• Chat history and Memories should be periodically reviewed and deleted, once they are no longer needed.

Restrictions

• Internal or Confidential County data is not permitted to be entered into or uploaded to this version under any circumstances.
• There is no approved path forward for using this version with Internal or Confidential information. Staff must use Microsoft 365 Copilot Chat, Microsoft 365 Copilot, ChatGPT Business, or other approved platforms instead.

This technology is prohibited from integrating with County systems or systems that contain County data.

Back to table of content

Important Note

Microsoft 365 Copilot Chat (included with the County's M365 license) and Microsoft 365 Copilot (additional license required) are the County’s preferred AI platforms and are approved for use with Public, Internal, and Confidential information. Staff should use these tools whenever possible due to integrated security, compliance, and data‑protection controls.

Use Cases

• Link to product - https://chatgpt.com/pricing/
• This technology may be used to assist with gathering information and generating and/or fine-tuning content using the ChatGPT website or ChatGPT App.
  • No other uses cases are approved.
• Departments are responsible for further defining and approving appropriate use cases within their operations, including any department-specific restrictions or guidance for staff.
• Any integrations, external data sharing, or high-risk implementations must be reviewed and approved by ISD and, where applicable, County Counsel.

Data Classifications

• Only Public information is authorized to be entered or uploaded with this version.
  • No other data types are approved for use.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).
• Users must enable Multi-Factor Authentication (MFA) within the platform.
• Users must manually Opt-Out of data sharing with the vendor - https://privacy.openai.com/policies?modal=take-control
  • Customer data is used to train the vendor AI by default for all Consumer versions of ChatGPT unless customers Opt-Out.
• Custom GPTs cannot be created or shared with this version, but if they become available in the future, follow all ChatGPT-Plus requirements.
• Chat history and Memories should be periodically reviewed and deleted, once they are no longer needed.

Restrictions

• Internal or Confidential County data is not permitted to be entered into or uploaded to this version under any circumstances.
• There is no approved path forward for using this version with Internal or Confidential information. Staff must use Microsoft 365 Copilot Chat, Microsoft 365 Copilot, ChatGPT Business, or other approved platforms instead.

This technology is prohibited from integrating with County systems or systems that contain County data.

Back to table of content

Important Note

Microsoft 365 Copilot Chat (included with the County's M365 license) and Microsoft 365 Copilot (additional license required) are the County’s preferred AI platforms and are approved for use with Public, Internal, and Confidential information. Staff should use these tools whenever possible due to integrated security, compliance, and data‑protection controls.

Use Cases

• This technology may be used to support a broad range of County business and technical functions. This includes, but is not limited to, content creation, report writing, summarization, transcription, translation, research, analysis, assistance with policy and document development, requirements gathering, coding, automation, application development, data analysis, data transformation, workflow optimization, knowledge management, drafting communications, preparing presentations, generating reports or dashboards, and other productivity and operational support activities.
  • The examples above are not a complete list. Similar uses are allowed, provided that only approved data is used within the approved environment and, where required, is authorized by the appropriate Data Owner.
  • If you have questions about whether a specific use case is appropriate or would like to request consideration of additional use cases, contact the Information Systems Department (ISD) for guidance.
• Departments are responsible for further defining and approving appropriate use cases within their operations, including any department-specific restrictions or guidance.
• Any integrations, external data sharing, or high-risk implementations must be reviewed and approved by ISD and, where applicable, County Counsel.

Data Classifications

• This AI technology may be used with Public, Internal, and Confidential County data, except for Criminal Justice Information (CJI), which is prohibited.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).
• Users must enable Multi-Factor Authentication (MFA) within the platform.
• Custom GPTs may be created and shared with other ChatGPT users who are part of the same ChatGPT Team subscription only.
  • GPTs can only be used by those who it is shared with, and those users will have access to all content within the GPT.
  • GPT output must still be validated as described in Policy 9-6 (accuracy, bias, etc.)
• Chat history and Memories should be periodically reviewed and deleted, once they are no longer needed.

Restrictions

• This approval applies only to standalone use of this technology. It does not apply to integrations with other systems or use within other technologies. Any such uses must be separately reviewed and approved by ISD and, where applicable, County Counsel.
• This technology cannot be used with Criminal Justice Information (CJI).
• Custom GPTs must not be used for any Public facing use.
  • AI is known for providing inaccurate and biased information and therefore must not be used for this purpose.
• Custom GPTs must not be shared with anyone who is not part of the same ChatGPT Team subscription.
  • Allowing anyone who is not part of the Team subscription, including those with a separate Team subscription, will give the vendor unrestricted permission to use and share all data/content used to build the GPT and all data/content entered by users of the GPT, so therefore, they must not be used by or shared with anyone outside of the same subscription.
• This technology is prohibited from integrating with County email, OneDrive, SharePoint, or any other system that is not specifically listed as an approved integration for this version of ChatGPT.

Additional Use Cases

• Departments with licensed attorneys and staff designated by them are authorized to use this technology to support legal research, analysis, and drafting.
  • This includes using this technology with Internal and Confidential information, excluding any Criminal Justice Information (CJI) as defined and regulated by the Department of Justice (DOJ).
  • CJI is not permitted to be entered into the system and must be removed or redacted from all documents before using this technology.
  • Users must enable Multi-Factor Authentication (MFA) within the platform (as noted above).
• Departments that wish to use this technology for this purpose are responsible for providing further guidance to their staff on the appropriate use of this technology, in accordance with this authorization and County policy.
• All provisions of the County’s AI Policy must be followed, including validating all AI-generated output, such as legal or case references, and ensuring the tool is not used as a substitute for professional legal judgment or advice.

Any additional use legal related use cases, including use by departments without qualified legal staff, must be reviewed and approved by County Counsel.

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Use Cases

• Link to product - https://deckard.com/
• Deckard Technologies is authorized for use by the Auditor-Controller-Treasurer-Tax Collector (ACTTC) to support the County’s monitoring of short-term rentals for compliance with the Transient Occupancy Tax Ordinance.
• Any integrations, external data sharing, or high-risk implementations must be reviewed and approved by ISD and, where applicable, County Counsel.

Data Classifications

• This AI technology may be used with Public or Internal data.
• Use of Confidential County data requires additional review and approval from ISD and County Counsel.
  • Please contact ISD for additional review if you wish to use this technology with Confidential information.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).

Restriction

• This approval applies only to standalone use of this technology. It does not apply to integrations with other systems or use within other technologies. Any such uses must be separately reviewed and approved by ISD and, where applicable, County Counsel.
• This technology cannot be used with Criminal Justice Information (CJI).

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Use Cases

• Link to product - https://www.descript.com/
• This technology may be used for the following purposes:
  • Video and Audio Production: Creating and editing original video content, developed for the purpose of Public education.
  • Audio Transcription: Transcribing audio files from videos created by our department or received from contracted vendors, developed for the purpose of Public education.
  • Captioning: Adding captions to videos created by our department or received from contracted vendors.

Public Video Repurposing: Downloading, editing, and repurposing Publicly available videos hosted on YouTube (created by the County), such as SoCo Chat's Podcast, to create social media posts and other sound bites for Public education on our fire prevention programs.

• If you have questions about whether a specific use case is appropriate or would like to request consideration of additional use cases, contact the Information Systems Department (ISD) for guidance.
• Departments are responsible for further defining and approving appropriate use cases within their operations, including any department-specific restrictions or guidance.
• Any integrations, external data sharing, or high-risk implementations must be reviewed and approved by ISD and, where applicable, County Counsel.

Data Classifications

• This AI technology may be used with Public or Internal data.
• Use of Confidential County data requires additional review and approval from ISD and County Counsel.
  • Please contact ISD for additional review if you wish to use this technology with Confidential information.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).

Restrictions

• This approval applies only to standalone use of this technology. It does not apply to integrations with other systems or use within other technologies. Any such uses must be separately reviewed and approved by ISD and, where applicable, County Counsel.
• This technology cannot be used with Criminal Justice Information (CJI).

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Use Cases

• Link to product - https://www.freshworks.com/freshservice/
• Freddy AI is built into the Freshservice platform to help staff more quickly find solutions to problems by searching through historical ticket data for similar incidents and the solutions what were used to resolve them. Freddy AI also automates routine service tasks and detects patterns that may point to underlying problems before they escalate.
• Departments are responsible for further defining and approving appropriate use cases within their operations, including any department-specific restrictions or guidance for staff.
  • This product is currently used by Sonoma Public Infrastructure (SPI).
• Any integrations, external data sharing, or high-risk implementations must be reviewed and approved by ISD and, where applicable, County Counsel.

Data Classifications

• This AI technology may be used with Public or Internal data.
• Use of Confidential County data requires additional review and approval from ISD and County Counsel.
  • Please contact ISD for additional review if you wish to use this technology with Confidential information.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).

Restrictions

• This approval applies only to standalone use of this technology. It does not apply to integrations with other systems or use within other technologies. Any such uses must be separately reviewed and approved by ISD and, where applicable, County Counsel.
• This technology cannot be used with Criminal Justice Information (CJI).

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Important Note

Microsoft Azure AI, including Azure OpenAI Service and other Azure-based artificial intelligence capabilities, is the County’s approved enterprise AI platform within the County’s Microsoft 365 and Azure tenants. This approval extends to AI-enabled technologies that are built on or utilize Azure AI (e.g., Microsoft Copilot and other Microsoft services). These technologies will be documented separately to provide additional clarity or guidance. Individual Azure AI services and capabilities must be evaluated by ISD prior to enablement or implementation. Please contact ISD if you wish to use Azure AI technologies not explicitly listed for approval.

Use Cases

• This technology may be used to support a broad range of County business and technical functions. This includes, but is not limited to, content creation, report writing, summarization, transcription, translation, research, analysis, assistance with policy and document development, requirements gathering, coding, automation, application development, data analysis, data transformation, workflow optimization, knowledge management, drafting communications, preparing presentations, generating reports or dashboards, and other productivity and operational support activities.
  • The examples above are not a complete list. Similar uses are allowed, provided that only approved data is used within the approved environment and, where required, is authorized by the appropriate Data Owner.
  • If you have questions about whether a specific use case is appropriate or would like to request consideration of additional use cases, contact the Information Systems Department (ISD) for guidance.
• Departments are responsible for further defining and approving appropriate use cases within their operations, including any department-specific restrictions or guidance.
• Any integrations, external data sharing, or high-risk implementations must be reviewed and approved by ISD and, where applicable, County Counsel.

Data Classifications

• This AI technology may be used with Public, Internal, and Confidential County data.
• Use with Criminal Justice Information (CJI) is permitted only within environments authorized by the Department of Justice (DOJ).
  • Each use case involving CJI must also be approved by the applicable law enforcement Data Owner (e.g., Sheriff, District Attorney) prior to implementation.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).
• Contact the Information Systems Department (ISD) for licensing information.

Restrictions

• This approval only applies to County-owned data that resides within the County’s Microsoft 365 and Azure tenants. Any integrations, processes, or configurations that result in data leaving the County’s tenants, or environments not owned and managed by the County, must be reviewed and approved by ISD and County Counsel.

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Important Note

Microsoft 365 Copilot Chat (included with the County's M365 license) and Microsoft 365 Copilot (additional license required) are the County’s preferred AI platforms and are approved for use with Public, Internal, and Confidential information. Staff should use these tools whenever possible due to integrated security, compliance, and data‑protection controls.

Use Cases

• This technology may be used to assist with gathering information and generating and/or fine-tuning content using the Microsoft Copilot within Bing Search and the Copilot App (which is different than the Microsoft 365 Copilot Chat app).
  • Staff should use Microsoft 365 Copilot Chat or Microsoft 365 Copilot instead whenever possible.

Data Classifications

• Only Public information is authorized to be entered or uploaded with this version.
  • No other data types are approved for use.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).

Restrictions

• Internal or Confidential County data is not permitted to be entered into or uploaded to this version under any circumstances.
• There is no approved path forward for using this version with Internal or Confidential information. Staff must use Microsoft 365 Copilot Chat, Microsoft 365 Copilot, ChatGPT Business, or other approved platforms instead.
• This technology is prohibited from integrating with County systems or systems that contain County data.

Back to table of content

Important Note

Microsoft 365 Copilot Chat (included with the County's M365 license) and Microsoft 365 Copilot (additional license required) are the County’s preferred AI platforms and are approved for use with Public, Internal, and Confidential information. Staff should use these tools whenever possible due to integrated security, compliance, and data‑protection controls.

Use Cases

• This technology may be used to assist with gathering information and generating and/or fine-tuning content using the Microsoft Copilot within Bing Search and the Copilot App (which is different than the Microsoft 365 Copilot Chat app).
  • Staff should use Microsoft 365 Copilot Chat or Microsoft 365 Copilot instead whenever possible.

Data Classifications

• Only Public information is authorized to be entered or uploaded with this version.
  • No other data types are approved for use.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).

Restrictions

• Internal or Confidential County data is not permitted to be entered into or uploaded to this version under any circumstances.
• There is no approved path forward for using this version with Internal or Confidential information. Staff must use Microsoft 365 Copilot Chat, Microsoft 365 Copilot, ChatGPT Business, or other approved platforms instead.
• This technology is prohibited from integrating with County systems or systems that contain County data.

Back to table of content

Important Note

Microsoft 365 Copilot Chat (included with the County's M365 license) and Microsoft 365 Copilot (additional license required) are the County’s preferred AI platforms and are approved for use with Public, Internal, and Confidential information. Staff should use these tools whenever possible due to integrated security, compliance, and data‑protection controls.

Use Cases

• This technology may be used to assist with gathering information and generating and/or fine-tuning content using the Microsoft Copilot within Bing Search and the Copilot App (which is different than the Microsoft 365 Copilot Chat app).
  • Staff should use Microsoft 365 Copilot Chat or Microsoft 365 Copilot instead whenever possible.

Data Classifications

• Only Public information is authorized to be entered or uploaded with this version.
  • No other data types are approved for use.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).

Restrictions

• Internal or Confidential County data is not permitted to be entered into or uploaded to this version under any circumstances.
• There is no approved path forward for using this version with Internal or Confidential information. Staff must use Microsoft 365 Copilot Chat, Microsoft 365 Copilot, ChatGPT Business, or other approved platforms instead.
• This technology is prohibited from integrating with County systems or systems that contain County data.

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• This product is not authorized. See Prohibited AI Technologies below.
• New features may be coming soon that will allow this app to be used.

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Important Note

This technology (included with the County’s Microsoft 365 license) is the County’s preferred AI tool for general use and is approved for use with Public, Internal, and Confidential information. It provides the same core AI capabilities as other Copilot offerings and should be used whenever possible due to its availability, integrated security, compliance, and data protection controls.

Microsoft 365 Copilot (additional license required) is the preferred option when integration with Microsoft 365 applications (e.g., Outlook, Word, Excel, Teams, and SharePoint) is needed to support workflows that rely on County data. Departments should evaluate the need for additional licensing based on specific business requirements.

Use Cases

• This technology may be used to support a broad range of County business and technical functions. This includes, but is not limited to, content creation, report writing, summarization, transcription, translation, research, analysis, assistance with policy and document development, requirements gathering, coding, automation, application development, data analysis, data transformation, workflow optimization, knowledge management, drafting communications, preparing presentations, generating reports or dashboards, and other productivity and operational support activities.
  • The examples above are not a complete list. Similar uses are allowed, provided that only approved data is used within the approved environment and, where required, is authorized by the appropriate Data Owner.
  • If you have questions about whether a specific use case is appropriate or would like to request consideration of additional use cases, contact the Information Systems Department (ISD) for guidance.
• Departments are responsible for further defining and approving appropriate use cases within their operations, including any department-specific restrictions or guidance.
• Any integrations, external data sharing, or high-risk implementations must be reviewed and approved by ISD and, where applicable, County Counsel.

Data Classifications

• This AI technology may be used with Public, Internal, and Confidential County data, except for Criminal Justice Information (CJI), which is prohibited.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• Microsoft 365 Copilot must be accessed using the Microsoft 365 (work) experience and not through consumer versions of Copilot (e.g., Windows Copilot app or personal Copilot apps).
• Users must sign in with their County-issued Microsoft 365 account.
• Enterprise Data Protection must be enabled prior to entering any County data, as indicated by the green shield icon in the upper-right corner. The presence of the green shield confirms use of the enterprise (work) version. If the green shield is not present, County data must not be entered.
• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).
• Contact the Information Systems Department (ISD) for licensing information.

Restrictions

• This approval applies only to standalone use of this technology. It does not apply to integrations with other systems or use within other technologies. Any such uses must be separately reviewed and approved by ISD and, where applicable, County Counsel.

This technology cannot be used with Criminal Justice Information (CJI).

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Important Note

Microsoft 365 Copilot Chat (included with the County’s Microsoft 365 license) is the County’s preferred AI tool for general use and is approved for use with Public, Internal, and Confidential information. It provides the same core AI capabilities as other Copilot offerings and should be used whenever possible due to its availability, integrated security, compliance, and data protection controls.

This technology (additional license required) is the preferred option when integration with Microsoft 365 applications (e.g., Outlook, Word, Excel, Teams, and SharePoint) is needed to support workflows that rely on County data. Departments should evaluate the need for additional licensing based on specific business requirements.

Use Cases

• This technology may be used to support a broad range of County business and technical functions. This includes, but is not limited to, content creation, report writing, summarization, transcription, translation, research, analysis, assistance with policy and document development, requirements gathering, coding, automation, application development, data analysis, data transformation, workflow optimization, knowledge management, drafting communications, preparing presentations, generating reports or dashboards, and other productivity and operational support activities.
  • The examples above are not a complete list. Similar uses are allowed, provided that only approved data is used within the approved environment and, where required, is authorized by the appropriate Data Owner.
  • If you have questions about whether a specific use case is appropriate or would like to request consideration of additional use cases, contact the Information Systems Department (ISD) for guidance.
• Departments are responsible for further defining and approving appropriate use cases within their operations, including any department-specific restrictions or guidance.
• Any integrations, external data sharing, or high-risk implementations must be reviewed and approved by ISD and, where applicable, County Counsel.

Data Classifications

• This AI technology may be used with Public, Internal, and Confidential County data, except for Criminal Justice Information (CJI), which is prohibited.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• Microsoft 365 Copilot must be accessed using the Microsoft 365 (work) experience or Microsoft 365 applications (e.g., Outlook, Word, Excel, etc.), and not through consumer versions of Copilot (e.g., Windows Copilot apps or personal Copilot apps).
• Users must sign in with their County-issued Microsoft 365 account.
• Enterprise Data Protection must be enabled prior to entering any County data, as indicated by the green shield icon in the upper-right corner. The presence of the green shield confirms use of the enterprise (work) version. If the green shield is not present, County data must not be entered.
• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).
• Contact the Information Systems Department (ISD) for licensing information.

Restrictions

• This approval applies only to standalone use of this technology. It does not apply to integrations with other systems or use within other technologies. Any such uses must be separately reviewed and approved by ISD and, where applicable, County Counsel.

This technology cannot be used with Criminal Justice Information (CJI).

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Important Note

While Microsoft Copilot Studio is an approved technology, it is currently undergoing evaluation and limited testing by ISD. Broader use is not yet available, as the County continues to assess functionality and performance.

Use Cases

• Link to product - https://www.microsoft.com/en-us/microsoft-copilot/microsoft-copilot-studio
• Microsoft Copilot Studio is authorized for creating custom AI agents leveraging Microsoft Azure AI services.
  • Only Microsoft Azure AI services are approved for use for the underlying AI capabilities. Use of any other AI technologies beyond Microsoft Azure AI requires separate review and approval.
  • AI agents are authorized for internal use only and may not be used for public-facing purposes.
• AI agents created using Copilot Studio may integrate with approved M365 or Azure services such as SharePoint, OneDrive, Teams, Dataverse, and systems hosted in Azure, as long as the data resides within the County’s secure M365 and Azure tenants.
• If you have questions about whether a specific use case is appropriate or would like to request consideration of additional use cases, contact the Information Systems Department (ISD) for guidance.
• Departments are responsible for further defining and approving appropriate use cases within their operations, including any department-specific restrictions or guidance.
• Any integrations, external data sharing, or high-risk implementations must be reviewed and approved by ISD and, where applicable, County Counsel.

Data Classifications

• Use of Copilot Studio may be used with Public, Internal, and Confidential County data.
• Use with Criminal Justice Information (CJI) is permitted only within environments authorized by the Department of Justice (DOJ).
  • Each use case involving CJI must also be approved by the applicable law enforcement Data Owner (e.g., Sheriff, District Attorney) prior to implementation.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• AI agents rely on underlying AI services. Only Microsoft Azure AI services are approved for use. Use of any other AI technologies beyond Microsoft Azure AI requires separate review and approval.
• AI agents are authorized for internal use only and may not be used for public-facing purposes.
• Users must obtain approval from their Local Agency Department Head/General Manager before developing custom Copilots with Department data.
• Security and access controls must be implemented to ensure that each Copilot only accesses and shares data that the intended audience is authorized to access.
  • The Information Systems Department (ISD) should assist with configuring the permissions.
• A County Counsel approved disclaimer and user acknowledgement must be added to each Copilot (as a Greeting) to notify users that they must validate all information provided by the Copilot for accuracy, bias, etc.)
• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).
• Contact the Information Systems Department (ISD) for licensing information.

Restrictions

This approval only applies to County-owned data that resides within the County’s Microsoft 365 and Azure tenants. Any integrations, processes, or configurations that result in data leaving the County’s tenants, or environments not owned and managed by the County, must be reviewed and approved by ISD and County Counsel.

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• Microsoft Teams Premium is approved as part of Microsoft Azure AI (see the usage details above)
• Contact the Information Systems Department (ISD) for licensing information.

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Use Cases

• Link to product - https://oneplan.ai/
• Sofia AI is AI functionality built into the OnePlan Project Management and Project Portfolio platform that analyzes data, generates insights, and assists with automating tasks.

Data Classifications

• This AI technology may be used with Public, Internal, and Confidential County data, although departments that use this technology are responsible for providing further guidance to their staff on the types of data that should be stored in OnePlan as needed for managing projects.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).
• Contact the Information Systems Department (ISD) for licensing information.

Restrictions

• This approval applies only to standalone use of this technology. It does not apply to integrations with other systems or use within other technologies. Any such uses must be separately reviewed and approved by ISD and, where applicable, County Counsel.

This technology cannot be used with Criminal Justice Information (CJI).

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Use Cases

• Link to product - https://www.pluralsight.com/
• Pluralsight is an IT training platform that offers some courses on AI and has some AI capabilities built into the platform.
• Use of AI tools and training materials available through Pluralsight is approved for staff development and educational purposes only.
• AI tools on this platform must not be used to conduct County business, and no content or information generated by these tools may be used in any official County capacity. Additionally, no sensitive, Confidential, or personally identifiable information (PII) should be entered into these tools.

Data Classifications

• Only Public information and material located in the Pluralsight platform is authorized to be entered or uploaded with this version.
  • No other data types are approved for use.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).
• Contact the Information Systems Department (ISD) for licensing information.

Restrictions

AI tools on this platform must not be used to conduct County business, and no content or information generated by these tools may be used in any official County capacity. Additionally, no sensitive, Confidential, or personally identifiable information (PII) should be entered into these tools.

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Use Cases

• Link to product - https://www.rev.com
• This technology may be used to transcribe audio and video recordings.
  • If you have questions about whether a specific use case is appropriate or would like to request consideration of additional use cases, contact the Information Systems Department (ISD) for guidance.
• Departments are responsible for further defining and approving appropriate use cases within their operations, including any department-specific restrictions or guidance.
• Any integrations, external data sharing, or high-risk implementations must be reviewed and approved by ISD and, where applicable, County Counsel.

Data Classifications

• This AI technology may be used with Public, Internal, and Confidential County data, although departments that use this technology are responsible for providing further guidance to their staff on the types of data, as well as the sensitivity and confidentiality levels that are appropriate for use with this technology within their department.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• The platform must be configured to use Single Sign-On (SSO) for user authentication.
• The platform must be configured to Opt-Out of using County supplied data to train the ASR speech-to-text and other artificial intelligence (AI) models.
• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).

Restrictions

• This approval applies only to standalone use of this technology. It does not apply to integrations with other systems or use within other technologies. Any such uses must be separately reviewed and approved by ISD and, where applicable, County Counsel.
• This technology cannot be used with Criminal Justice Information (CJI), unless authorized by the Department of Justice (DOJ)

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Use Cases

• Link to Product - https://senzing.com/
• Senzing is authorized to be used for use as entity resolution software within the Integrated Justice System (IJS).
• All other use cases must be reviewed by County Counsel

Data Classifications

• This AI Technology may be used with Public, Internal, and Confidential County data.
• Use with Criminal Justice Information (CJI) is permitted only within environments authorized by the Department of Justice (DOJ).
  • Each use case involving CJI must also be approved by the applicable law enforcement Data Owner (e.g., Sheriff, District Attorney) prior to implementation.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).
• Contact the Information Systems Department (ISD) for licensing information.

Restrictions

This approval only applies to use with the Integrated Justice System (IJS) located within the County managed environment. It does not apply to integrations with other systems or use within other technologies. Any such uses must be separately reviewed and approved by ISD and, where applicable, County Counsel.

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Use Cases

• Link to Product - https://www.timekettle.co/
• Timekettle Earbuds Translator and Handheld Translator products are authorized for use when needed to assist with translating conversations in real-time to help overcome language barriers, with the following exceptions:
  • Timekettle products should not be used for official County communications.
  • All official County translations and communications must be validated by a human translator.

Data Classifications

• This AI technology may be used with Public, Internal, and Confidential County data, although departments that use this technology are responsible for providing further guidance to their staff on the types of data, as well as the sensitivity and confidentiality levels that are appropriate for use with this technology within their department.

Other Requirements and Considerations

• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).

Restrictions

• See the exceptions noted under Use Cases.

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Use Cases

• Link to product - https://zls.app/
• ZLS uses ChatGPT Enterprise and Whisper to generate, analyze, fine-tune, and search for content, and transcribe audio and video recordings.
  • The Public Defender’s Office may use this technology for these purposes.
• All other use cases or changes in AI providers or capabilities must be reviewed by County Counsel, including the use of this technology by other departments. (The vendor is obligated to notify the County if they change AI providers, so the County can vet the new technology before it is utilized with County data)

Data Classifications

• This AI technology may be used with Public, Internal, and Confidential County data, although departments that use this technology are responsible for providing further guidance to their staff on the types of data, as well as the sensitivity and confidentiality levels that are appropriate for use with this technology within their department.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• The platform must be configured to use Single Sign-On (SSO) for user authentication.
• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).

Restrictions

• This approval applies only to standalone use of this technology. It does not apply to integrations with other systems or use within other technologies. Any such uses must be separately reviewed and approved by ISD and, where applicable, County Counsel.

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Use Cases

• Link to product - https://www.zoom.com/en/ai-assistant/
• Zoom AI Companion is authorized to be used with the following Zoom products only:
  • Zoom Meetings
  • Zoom Team Chat
  • Zoom Doc
• All other uses and features are prohibited (See Restrictions below)
• If you have questions about whether a specific use case is appropriate or would like to request consideration of additional use cases, contact the Information Systems Department (ISD) for guidance.

Data Classifications

• This AI technology may be used with Public, Internal, and Confidential County data, although departments that use this technology are responsible for providing further guidance to their staff on the sensitivity and confidentiality levels of conversations, documents, and information discussed within the Zoom platform.
• Data classification requirements apply regardless of data format (e.g., documents, spreadsheets, databases, or other formats).

Other Requirements and Considerations

• This AI technology must not be used as a substitute for professional judgment, decision-making, or required subject matter expertise.
• All AI-generated outputs must be reviewed and validated by a qualified individual with appropriate subject matter expertise prior to use, in accordance with County AI Policy 9-6 (including accuracy, bias, and appropriateness).
• Contact the Information Systems Department (ISD) for licensing information.

Restrictions

• All Zoom products/features not listed in the Use Case section are not authorized, including but not limited to:
  • Zoom Mail & Calendars
  • Zoom Phone
  • Integrations with the County’s Microsoft 365 environment, such as Outlook, OneDrive, Teams, SharePoint, etc.
• This approval does not apply to integrations with other systems or use within other technologies. Any such uses must be separately reviewed and approved by ISD and, where applicable, County Counsel.
• This technology cannot be used with Criminal Justice Information (CJI).

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AI capabilities that Apple is adding to iPhones, iPads, and Macs

Assist with gathering information and generating and/or fine-tuning content.

Assist with gathering information, coding, and generating and/or fine-tuning content.

AI chatbots are not permitted on Public-facing County websites or for Public use in delivering County services, as AI-generated responses can be inaccurate or misleading.

This technology is currently not authorized due to its high per-user cost and minimum license requirements, but it does meet the County’s security and compliance standards. For this reason, third-party products that use ChatGPT Enterprise or ChatGPT API Platform to provide AI functionality may still be considered, but a separate review of each product must be performed, and if approved, each technology will be listed as a separate approved technology within this document (i.e. – see ZLS below).

https://www.deepseek.com/

The free, Pro, and Business versions of Grammarly AI are not permitted. Microsoft Copilot Chat (free with the County’s M365 subscription) or Microsoft 365 Copilot (paid version of Copilot) should be used as an alternative. Grammarly AI Enterprise was not evaluated, but Copilot is still recommended over these products. https://www.grammarly.com/

This refers to a feature that can be enabled within the Microsoft Edge web browser to allow Copilot to interact with content on web pages that users visit - https://learn.microsoft.com/en-us/copilot/edge

https://otter.ai/

Adobe AI Assistant

X

X

X

Adobe Firefly

X

X

ArcGIS AI Assistants

X

X

X

ChatGPT Business (former known as ChatGPT Team)

X

X

X

ChatGPT Enterprise

X

ChatGPT Free

X

ChatGPT Go

X

ChatGPT Plus

X

ChatGPT Pro

X

Deckard Technologies

X

X

X

Descript

X

X

Freshservice – Freddy AI

X

X

X

Microsoft 365 Copilot (Add-On to Microsoft 365 G5, integrates with Microsoft 365 apps)

X

X

X

X *

Microsoft 365 Copilot Chat (Included with Microsoft 365 G5)

X

X

X

Microsoft 365 Premium (Consumer Version, formerly Copilot Pro)

X

Microsoft Azure AI (including Azure OpenAI Service and related Azure AI capabilities)

X

X

X

X *

X **

X

Microsoft Copilot for Bing

X

Microsoft Copilot for Edge

X

Microsoft Copilot Free (Consumer Version)

X

Microsoft Copilot Studio

X

X

X

Microsoft Teams Premium

X

X

X

OnePlan - Sofia AI

X

X

X

Pluralsight

X

Rev

X

X

X

X *

Senzing

X

X

X

X *

X **

Timekettle

X

X

X

ZLS

X

X

X

X *

Zoom AI Companion

X

X

X