Tools & Procurement
The University of Maine System maintains a portfolio of seven vetted and licensed AI tools. All tools undergo security review and are managed through centralized procurement.
Approved Tool Directory
Seven vetted and licensed AI tools are available across the system, representing 294 active users and 403 total licenses.
ChatGPT
Vendor: OpenAI
Users: 185
Tier: Team
Cost: Moderate
Use Cases
Data & Privacy
No training on Team data; SOC 2 compliant
Google Gemini
Vendor: Google
Users: 153
Tier: Workspace
Cost: Less costly
Use Cases
Data & Privacy
18-month chat retention; cannot delete individually
Claude
Vendor: Anthropic
Users: 193
Tier: Team
Cost: Moderate
Use Cases
Data & Privacy
No training on Team data; strong privacy controls
Scribehow
Vendor: Scribehow
Users: 27
Tier: Pro
Cost: Moderate
Use Cases
Data & Privacy
Enterprise security; SOC 2 Type II
Microsoft Copilot
Vendor: Microsoft
Users: 18
Tier: M365
Cost: More costly
Use Cases
Data & Privacy
M365 compliance boundary; no external training
Windsurf
Vendor: Codeium
Users: 8
Tier: Pro
Cost: Moderate
Use Cases
Data & Privacy
No code training; SOC 2 compliant
Replit
Vendor: Replit
Users: 2
Tier: Teams
Cost: Moderate
Use Cases
Data & Privacy
Teams plan privacy controls; educational licensing
Comparison Matrix
|
Feature |
ChatGPT |
Gemini |
Claude |
Copilot |
Scribehow |
|---|---|---|---|---|---|
|
Text Generation |
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Code Generation |
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Image Generation |
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Document Analysis |
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Process Documentation |
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M365 Integration |
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Google Workspace |
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No Training on Data |
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SOC 2 Compliant |
Adoption Data
Users by Tool
Multi-Tool Behavior
73% of users rely on a single tool — adoption is “broad but shallow.” Only 9% use three or more tools.
Users by Campus
The System Office leads adoption at 38% of all users, reflecting its role as the administrative hub and AI coordination center.
Purchasing Process
All AI tool acquisitions must go through the centralized procurement process. Individual departments and campuses cannot independently purchase AI tools.
Identify Need
Document the business or academic need, intended users, and expected data types.
Check Approved List
Review the approved tool directory. If a suitable tool exists, request access through your campus IT.
Submit Request
If no approved tool fits, submit a new tool request through the IT Service Desk (TDX).
Security Review
Information Security evaluates data handling, compliance, and vendor agreements.
Procurement
If approved, Procurement negotiates licensing and establishes vendor agreements.
Deployment
IT deploys the tool, configures access controls, and provides user onboarding.
No Shadow AI
Using unapproved AI tools with university data violates the Acceptable Use policy. Free-tier consumer AI tools do not meet UMS data security requirements.
Security Review
Every AI tool must pass a security review before deployment. The review evaluates data handling, compliance, vendor agreements, and integration risks.
What Gets Reviewed
Request a Review
To request a security review for a new AI tool, submit a ticket through the IT Service Desk. Include the tool name, vendor, intended use case, and expected data types.
