Can staff use AI, and under what policy?
For CAOs, clerks, and service-delivery and IT managers at small and mid-sized municipalities.
The question you are asked
iSystematic works with municipal staff who are asked whether staff can use AI, under what policy, and whether it can help with council packages and resident questions. Each answer has to hold up under the records schedule and an access-to-information request.
The week goes on council packages, residents' questions, bylaws, a staff AI-use policy, records retention, access-to-information requests and procurement thresholds.
Where most start
Most start with a fixed-fee first step: a staff AI-use policy, with a policy template and a staff workshop, or an Automation Assessment. The fee is shared on a short call.
Choose the policy when staff already use AI without one; choose the Assessment when you want to know which tasks to take on first.
What we deliver
Three solutions sized for a municipality, and a readiness route for the whole programme.
Council and committee package preparation
Collects approved inputs, checks completeness against the agenda, and drafts the cover summary with a source map. No figure enters that its owner did not supply.
Resident questions desk
Answers only from current bylaws and policies on the approved list, cites the section, and refuses when the source is missing; joined by the Front Door Agent where residents write on several channels.
Legislation watch
Checks named official sources, records versions, and reports real changes with links.
AI Governance Readiness
The readiness routes for the whole AI programme.
Records and access requests
Records are kept under the municipality's own retention schedule, and outputs are prepared so they can be produced under an access-to-information request.
What we never do
We never build any of these into a municipality's setup.
- Decisions about residents made by AI
- Residents' personal information in accounts the municipality has not reviewed
- Public replies sent without staff approval
What you hold at the end: a fictional sample
This fictional source map sits behind the cover summary for one item in a fictional council package: a proposed change to a snow-clearing priority bylaw.
| Statement in the summary | Source | Owner | Status |
|---|---|---|---|
| Council is asked to give the bylaw second reading | The agenda, as issued by the clerk | Clerk | Supplied |
| The current priority routes | The bylaw, consolidated version | Public works | Supplied and dated |
| The cost of the change | A finance memo | Treasurer | Missing: left blank and flagged to the owner |
| Residents' comments received | The comment log | Clerk's office | Supplied, with personal details removed |
Fictional. The cover summary states what council is asked to decide, the options staff considered, and what is not yet known.
What it is built on
Each solution names the frameworks it applies and the record you keep; the full stack is on How we build.
| Framework | In this work | You keep |
|---|---|---|
| PEVG | No figure enters a package that its owner did not supply; resident answers come only from passages the verifier passed. | Source map per paper; refusal and unanswered-question log |
| CADRE™, the AI governance operating model | The package follows the council's cadence and decision rights, and each paper's owner is named. | Cadence and owner record |
| AI Data Governance Framework™ | Every bylaw and policy is classified, sourced and versioned; retired documents leave the library on the day they retire. | Source register with lineage |
| PARA, for the legislation watch | Official sources are read only; adding or retiring a source needs the owner's authority. | Agent registry entry |
Buying from us
You contract with iSystematic Inc., in Canada, starting with a fixed-fee first step. Build work is delivered by the studio's team of 10+ expert builders; readiness work is led by Nabeel Khan personally.
Where to go next
Operations leaders
For COOs: iSystematic's two-week Automation Assessment scores ten candidate tasks, recommends three solutions and sets a baseline before anything is built.
Customer service
Customer-service leaders: iSystematic pilots a bilingual front door on one queue for six weeks, measured in your own terms against a baseline taken first.
Compliance and procurement
Compliance and procurement leads: run the AVRF vendor questionnaire yourself for free, run it with iSystematic, or govern the AI programme through readiness.
Board and Committee Pack Preparation
Board and Committee Pack Preparation collects approved inputs, checks them against the agenda and drafts a cover summary with a source map for every paper.
Knowledge Desk
The Knowledge Desk answers staff questions only from approved, versioned documents, cites the section, and refuses when the source is missing or retired.
Policy and Regulation Watch
Policy and Regulation Watch checks the official sources you name, records each version and reports real changes, never “no change” when a source failed.
Conformance is self-declared; no regulator endorses this work.