[BCMA] Inquiry: AI Use Policies

Wed Aug 26 18:48:55 UTC 2026

Hi Michael,

We’ve also been giving some serious thought about developing an AI policy at the Museum & Archives of Vernon. I’m hoping to have one drafted by November for internal use, but I’d be more than happy to share some of the resources I’ve been looking at and have been using as we work through it. I’d also be happy to circulate our document once it’s finalized, but I do think that many of these policies have to be suited for the needs of the individual organization that’s developing it, based on their own ethics and comfortability with AI use.

I would also be cautious of limiting its use too much, as we know it can be a valuable tool. Personally, we do see benefits to certain uses of AI, particularly when it functions as a tool to assist staff with things like templates, administrative tasks, organizing, transcription, accessibility measures, and/or other processes where it can help us work more efficiently or with more clarity. However, we are MUCH more cautious about the use of generative AI when it comes to the generation of information, particularly when that content is being presented as the Museum’s own work or research. This is when I prefer to do most of the thinking for myself and not have a robot do it for me.

The Smithsonian, while perhaps not the pillar of museum practice that it once due the many recent pressures put on it by a certain administration, does have its own guidance around AI that embraces its use to some extent. I’ve attached it here<https://www.si.edu/about/ai-use-statement> for your review. I think it provides an interesting example of an institution trying to acknowledge the potential benefits of these technologies while also establishing some boundaries and transparency around their use.

One thing I would suggest, however, is that it may be helpful to think about more than just an internal policy governing how museum staff can ethically use AI. I think there is also value in considering whether you need a public-facing policy or set of guidelines addressing the use of AI in relation to your collections.

For example, we recently had a gentleman who wanted to display his artwork at one of our satellite museums. He described himself as a “digital artist,” which is, of course, a completely legitimate form of artistic practice when the work is original. However, it became clear during our meeting that he had used AI to merge several images from our collection to create a fictional rendering of a historical scene.

Art is, in itself, an act of interpretation, so I don’t think the issue was simply that he had created something that altered or reinterpreted historical imagery. What made this situation different was the way in which the images from our collection had been incorporated into a new work, and the fact that the resulting image could potentially be understood as an authentic historical representation if the process behind its creation wasn’t clearly disclosed.

There are also some additional considerations around copyright and permissions. We hold copyright in some of our archival images, and there are circumstances where the rights associated with an image may place restrictions on reproducing, modifying, or remixing the work. Generative AI adds definitely another layer to this, particularly when collection materials are being used by the public for prompts, training material, source material, or components of a new generated work.

Finally, we’ve also been some serious conversations with the IT department apart of our regional district who manages all our tech at the MAV. They also have several concerns about how AI can be used and will be developing their own policy around how staff can use it ethically, particularly when it comes to privacy and data protection within the organization.

These serval scenarios we’re currently facing has made it clear to me that there are many sides to this AI conversation for museums: how we use AI internally and ethically,  as well as how we respond when members of the public use AI with our collections. I think the latter is something that could become increasingly important as these tools become more commonplace.

I’d be very interested to hear what you’re thinking about for your own policy, and I’d be happy to share what we develop at the MAV as well. I think there’s a lot of value in museums working through these questions collectively, particularly since the technology is evolving much faster than most institutional policies are able to keep up with.

Kindly,
[cid:image001.jpg at 01DD354E.619AD080]
I respectfully acknowledge that I live and work on the traditional, ancestral, and unceded territory of the syilx/ Okanagan People. In both my personal and professional life, I am committed to deepening my understanding of Indigenous heritage and supporting decolonial efforts that promote truth, reconciliation, and justice.

From: Listserv <listserv-bounces at lists.museum.bc.ca> On Behalf Of Moderated BCMA subscriber listserv via Listserv
Sent: August 25, 2026 11:07 AM
To: listserv at lists.museum.bc.ca; Michael Goodchild <director at sidneymuseum.ca>
Subject: Re: [BCMA] Inquiry: AI Use Policies

Hi everyone,

Here at the Chase & District Museum & Archives we have not developed any official policies or procedures in regards to AI. It has been at the forefront of my mind lately though, as I have no interest in using it for any part of my work (or my volunteers' work), nor do I want to see it in our gift shop. If I develop anything I will certainly pass it along to you Michael.

Breanne

On Tue, Aug 25, 2026 at 9:05 AM Moderated BCMA subscriber listserv via Listserv <listserv at lists.museum.bc.ca<mailto:listserv at lists.museum.bc.ca>> wrote:
Good morning,

NO!  The Bralorne Pioneer Museum has not started interacting with AI as yet.  From experience even AI is incorrect if the wrong information is placed on their platform.  It does distort the actual history and facts at times.

Sincerely,

Bralorne Pioneer Museum
Janis Irvine
Museum Assistant and Archives

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Sent: Friday, August 21, 2026 12:12 PM
To: Listserv at lists.museum.bc.ca<mailto:Listserv at lists.museum.bc.ca>
Subject: [BCMA] Inquiry: AI Use Policies

Good morning BCMA colleagues,

I hope this email finds you well.
I wanted to reach out today to inquire as to whether any of you have developed policies or procedures that relate to using and interacting with AI within your institutions?
There have been some discussions among staff and volunteers on the merits and pitfalls of using AI in research support, drafting policy templates etc.

Any insights or examples would be greatly appreciated!

Best,
Michael Goodchild

--
Michael Goodchild, BA, MMST.
Executive Director,
Sidney Museum & Archives
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Breanne Malo
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Chase & District Museum & Archives
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