OIT continuously evaluates new technology being used in the State of Colorado and is exploring how state employees might leverage generative artificial intelligence (GenAI) in their work. Upon reviewing the terms and conditions for the free version of ChatGPT, OIT identified that accepting them would violate state law. Effective immediately, please discontinue using the free version of ChatGPT on any of your state-issued devices.
ChatGPT FAQ
Why is the free version of ChatGPT prohibited?
OIT procurement has reviewed the terms and conditions for the free version of ChatGPT and has found that individual users cannot agree because the listed terms and conditions violate state statutes and the state constitution.
When individual users register to use free software or tools that their agency has not provided, they are entering into a contract and assuming personal responsibility to ensure that their usage and the tool conform to all relevant laws and regulations, including CISPs, like Acceptable Use of State Data & IT Resources Policy (AUP). Users are asked to agree to the terms and conditions of the software.
What came out of OpenAI’s free version of ChatGPT procurement review?
The OIT Procurement team identified the following terms and conditions that directly violate state law:
- Binding arbitration is prohibited per state law
- Choice of law (San Francisco)
- Limitation of liability
- Indemnification by the state is prohibited
- Inclusion of void terms
What should I do if I have already created a free ChatGPT account on my work computer/with my state email address?
NOTE: If you have never logged in with your state Google account, you do not have to take any action.
If you did log in with your state email, follow the steps below:
- Go to chatgpt.com.
- Click on your profile image (top right).
- Click on General.
- Delete ALL chats.
- Go to Personalization.
- Clear ChatGPT memory.
- Go to Builder Profile.
- If you enabled any links, delete them.
- If you enabled any connected apps, disconnect them
- LAST STEP: Go to data controls. Delete account.
Can I or my team use the paid version of ChatGPT?
Follow published agency guidance or speak with your Agency Product Director (PD) or OIT Director. For more information, see below.
GenAI Tools
What is the intake process for GenAI tools?
The intake process for requesting a new application or software has not changed. If there is a tool you or your colleagues would like to use, please follow published agency guidance or speak with your IT Director. For bigger solutions, enterprise software or projects, work with your IT Director to get it into the EPMO process. OIT will review GenAI requests just like they review other tech, but there will be specific guardrails to evaluate risk level.
Is there a list of approved/not approved GenAI tools?
Not at this time. Individual evaluations are in progress, and the list is being considered.
Is there something similar to ChatGPT that I can use for work?
Currently, we don’t have a replacement, but a pilot for Gemini for Google Workspace is in progress. This tool has the potential to address many Colorado employees' productivity needs. The trial will begin in the fall, and after reviewing this pilot, OIT will update the state of the review of this tool.
What do I do if the state software I currently use already has an embedded AI feature?
Please submit the software you are using to your IT Director, and we will add it to our list for review.
General Information
What is Generative Artificial Intelligence (GenAI)?
GenAI is a subset of artificial intelligence technology that generates synthetic content—text, audio, video, or images—by analyzing vast data sets based on user prompts. It can be utilized through standalone tools like GPT or integrated into various applications.
What is Artificial Intelligence (AI)?
AI applies advanced analysis and logic-based techniques, such as machine learning, deep learning, regression analysis and prescriptive analytics to identify and predict patterns, self-learn and make/execute decisions.
Where can I find more information about the state’s efforts on AI?
While a work in progress, you can get more updates and information on the AI page on oit.colorado.gov.