Artificial Intelligence Policy

Statement of Policy

Pustaka Negeri Sarawak (Pustaka) is firmly dedicated in delivering accessible, fair, sustainable library, records and archives services to our valued users. We are determined to harness the potentials of Artificial Intelligence (AI) on the development of libraries, records and archives. Our goal is to employ AI in advancing resource development, refining service delivery and nurturing the growth of our human resources. We are committed to innovate, elevate, alleviate our services to be more responsive and inclusive to meet the needs of our diverse community.

Objectives

These objectives collectively serve to guide the development and implementation of AI in Pustaka, ensuring that AI is used in a manner that benefits society while minimizing risks and adverse consequences.

a) To promote the ethical and responsible use of AI technologies.
b) To ensure compliance with Personal Data Protection Act 2010, Official Secrets Act 1972, Copyright Act 1987 and other laws, regulations, and standards related to AI.
c) To make available information about AI systems, their capabilities, limitations, and data usage to all.
d) To provide resources, training, and information to educate stakeholders about the benefits, potential risks and best practices of AI technologies.
e) To utilise AI technologies to enhance, reinforce and expand library, records and archives services.

Guiding Principles

a) Access and Equity

AI technologies may be used

i) to improve access to library, records and archives services;
ii) to ensure equitable information access for all communities;
iii) to prevent biasness, discrimination or unfairness; and
iv) to address digital equity to reach every segment of our community.

b) Privacy

The privacy of our users is of utmost importance. Pustaka shall take the necessary measures to protect user data and to ensure user privacy is not compromised.

c) Accountability

i) Pustaka shall not be liable for any loss or damage, including without limitation, indirect or consequential loss or damage or any loss or damage whatsoever arising from the use of AI.
ii) Using AI tools and systems in alignment with this policy, industries standards and applicable laws.
iii) Ensuring that AI technologies are applied for legitimate and ethical purposes, avoiding any harmful and discriminatory or bias actions.
iv) Ensure that AI technologies are leveraged for the benefits of the organisation and society.

Use of AI in Library and Information Services

a) Content Curation and Recommendation Systems

AI shall be used to analyse user behaviour, preferences and past interactions and may be used to recommend books, journals, articles or other resources relevant to individual users.

b) Information Retrieval

AI-powered search engines will be used to improve the accuracy and efficiency of search queries within online public access catalogue (OPAC) and federated search system.

c)Cataloguing and Metadata Management

AI may be used in extracting key metadata from books and documents. This includes categorization, tagging, assigning subject headings, keywords and call numbers to enable users to locate specific resources.

d) Chatbots and Virtual Assistants

Pustaka may use AI-driven chatbots and virtual assistants to provide real-time assistance to users, answering inquiries, helping with navigation and providing information about Pustaka’s collections, services, facilities and events.

e) Collection Development

AI may be used to analyse usage patterns, circulation data and user feedbacks to predict future demands for specific information resources, topics or subjects.

f) Preservation and Restoration

AI may be used to restore and enhance the quality of aging or damaged texts and historical documents to ensure prolong and continued access to valuable information.

g) Data Analytics and Insights

AI may be used to process data to provide insights into library usage patterns, user demographics and preferences in order to design strategies to serve the users efficient and effectively.

h) Translation Services

AI-powered translation tools will be utilised to assist in translating, transcribing, transliterating and editing of documents and resources into multiple languages, promoting inclusivity and accessibility.

i) Special Needs Services

AI technologies will be used to provide accessibility services, such as text-to-speech and speech-to-text conversion, braille production to make materials accessible to special needs.

j) Value-added Services

AI technologies may be used to enhance user experiences in utilizing library, records and archives services.

k) Data Cleaning and Validation

AI may be used in library management system and associated systems to identify and rectify errors, inconsistencies and duplicates.

l) Indexing

AI technologies may be used to scan and skim through the contents of special collections to generate indexes that facilitate users in locating information that meet their needs.

Use of AI in Records Management and Archives Management

a) Automated Data Entry and Classification
AI may be used to automatically extract and classify data from various sources.

b) Content Retrieval
AI may be used to recognize text within documents, images and audio to enable efficient searching and retrieval of specific records or information from archives.

c) Data Cleaning and Validation
AI technologies may be used in records and archives management systems to identify and rectify errors, inconsistencies and duplicates.

d) Digital Preservation
AI may be used as aid in digitizing and preserving records and archives, making them accessible and safeguarded for future generations.

e) Accessibility and Inclusivity
AI may be used to assist in making records and archives more accessible to all.

f) Integrated Data
AI technologies may be used to enhance interoperability and discoverability by connecting related information across different archives.

g) Preservation Planning
AI may be used to predict potential threats to physical archives, such as environmental conditions or natural disasters, allowing for proactive preservation planning.

h) Metadata Generation
AI may be used to automatically generate descriptive metadata and tags for records and archives.

i) Abstracting
AI technologies may be used to scan and skim through the contents of archives to generate abstracts for efficient information searches and retrieval.

Corporate Management

a) Marketing and Promotion

AI technologies may be used to capture and analyse the demographic patterns and trends of users

i) to enhance the planning and designing of promotional materials; and
ii) to automate marketing and promotional programs, activities and aids.

b) Generation of Statistics and Reports

AI will be used to determine, define and analyse raw data from documents and systems to generate quality reports.

c) Publishing

AI technologies may be used to assist in the planning, designing and production of corporate physical and digital publications.

d) Exhibitions

AI technologies may be used

i) to assist in the planning and designing of physical and digital exhibition materials; and
ii) to handle digital and virtual exhibition.

e) Training and Education

AI technologies may be used

i) to educate staff and users responsibly and effectively; and
ii) to design training materials ethically.

f) Employee Recruitment and Retention

AI technologies may be used to do resume screening, candidate matching, virtual interviews, predictive analytics behaviour and employee retention.

g) Maintenance and Servicing

AI technologies may be used to enhance programs in the maintenance and servicing of Pustaka premises and compounds.

h) Security and Fraud Detection

AI systems may be used to enhance security by detecting and preventing potential security breaches, fraudulent activities, or unauthorized access to sensitive information within the systems in Pustaka.

Governance

a) Pustaka AI Committee

Pustaka AI Committee shall consist of

i) Chief Executive Officer - Chairperson;
ii) Deputy Chief Executive Officer - Deputy Chairpersons; and
iii) Sector Heads and Managers - members.

The ICT Infrastructure Division The Secretariat to Pustaka AI Committee.

b) Authority of Pustaka AI Committee

Pustaka AI Committee shall resolve complaints, disputes, issues, taking preventives and corrective actions.

Review and Updates

Pustaka AI Committee shall review the AI policy biennially or when deemed necessary.