Being tech fit means that government leaders must think beyond the basics like password policies and emergency response plans. When using technology for public services, there are bigger issues to consider. The issues are wide-ranging. For example, consider the implications of:

• Collecting and storing personally identifiable information (PII) and personal health information (PHI).
• Online access to public meetings and the availability of agenda-related information.
• Using surveillance-related technologies.
• Public access to government records (i.e., open records practices).
• Technology used in response to climate change in the agency or community.
• Using “smart cities” services and the data collected by their sensors (a.k.a., the Internet of Things).
• Reconciling the increasing digitalization of government services and the digital divide.

Addressing the digital divide is especially important because some people can’t easily use the internet due to their income, location, or disabilities.

The British local government support group Socitm provides useful guidance on this. They believe that agencies should ensure that “... technology affects the pursuit of the common good and does no harm; it preserves human agency, is fair, transparent, and environmentally friendly.” Their 12-point guide for local governments is a practical tool that can help you make better decisions.

The next few Tech Updates columns will dig deeper into the policy challenge. In the meantime, when your team is making decisions about adopting new technology, you need to:

• Consider what the public thinks about the technology; should you get their input first?
• Think about how you’ll collect, use, and store data. How long will you keep it, and who’s responsible for keeping it safe?
• Think through what would happen if the information were to become public.
• Look at maintenance and storage costs, and whether the tech’s benefits justify them.
• Decide where you’ll use the technology and decide whether to put up signs to let people know it’s there.
• Make sure all potential users can access the system, including people with limited internet access or disabilities. You may need to offer non-digital options as well.
• Plan how your staff will use AI tools responsibly and ethically.

State laws can affect what local governments can do with technology. Public records laws cover digital information. Rules about how long to keep records also apply to digital data. Some state agencies have specific rules about things like police body cameras, traffic cameras, and automated license plate readers.

Laws vary by state, and older laws might not cover new technology well. Someone should review these issues so you can make informed decisions. Where the state does not have policies, consider whether you need to develop your own. Checking in with peer organizations and professional associations can help resolve those questions.

Public policies also have spin-off effects beyond the policies themselves. Regulatory measures have short- and long-term budget implications. They can affect public buildings (e.g., video cameras) and employees.

Some state lawmakers are paying attention to these issues and are proposing legislation. Municipal leaders should engage their local representatives or work with state and local government associations to monitor these bills. Your input can help lawmakers understand how these laws affect local governments.

Do not forget the challenge of data management. Some data with PII can be anonymized; however, when they are combined with other data sets, identities can be exposed. Pay time and attention to your handling of sensitive information to ensure it is secure and properly managed. The advent of AI has new implications for how data is used and maintained. It is a critical element of managing tech and its implications for public policy.

Finally, engage your technology team in your tech policy discussions. We live in an environment where digital tech touches almost everything a municipality does. Previous articles in this series have highlighted how important it is that tech leadership has input into the tech applications and tools your agency is planning to adopt. That also applies here. They should be part of the team that participates in policy discussions around it.

This column is based on and expands upon the author’s presentations at the April 2024 ICMA Local Government Reimagined Conference on AI. For a deeper dive and additional resources, download the presentation deck and supplemental material.

MARC PFEIFFER, an ICMA Life Member, is a marginally retired New Jersey town administrator and state agency manager. He is currently a senior policy fellow and assistant director at Bloustein Local, a unit of the Center for Urban Policy Research at Rutgers University. (marc.pfeiffer@rutgers.edu)