Please note: The algorithm descriptions in English have been automatically translated. Errors may have been introduced in this process. For the original descriptions, go to the Dutch version of the Algorithm Register.
Microsoft 365 Copilot Chat
- Publication category
- Other algorithms
- Impact assessment
- DPIA, IAMA
- Status
- In use
General information
Theme
Begin date
Contact information
Responsible use
Goal and impact
Province employees can use Copilot Chat to ask questions, generate texts and images, and create translations and summaries. Copilot Chat can be used to make daily work more efficient. In addition, it is important for county employees to gain knowledge and experience with this new technology. However, it is essential that county employees have knowledge of the risks of using generative AI tools. Guidelines on this have been established and are continuously propagated.
Considerations
The province of Groningen has taken SLM-Rich's DPIA and FRAIA into account in its risk assessments. In addition, guidelines have been established and are continuously promulgated to enable responsible use. Also, Microsoft 365 Copilot is currently deliberately not being used so that unintended access to certain confidential information is excluded.
Human intervention
The guidelines assume that all generated content is always checked by the user and, if necessary, also checked by a colleague (the four-eye principle) before being used.
Risk management
Existing policies from information security, privacy, information management, procurement and staff codes of conduct form the starting point for risk management around Generative AI. Additionally, guidelines for responsible use of Generative AI have been drawn up to provide clarity to employees on what is and what is not possible. Furthermore, internal awareness, communication and training on AI literacy are continuously addressed.
Legal basis
AI regulation underpins this analysis and our policies and guidelines.
Links to legal bases
Elaboration on impact assessments
The DPIA and FRAIA SLM realm were reviewed and the identified risks were assessed by CDO, CISO, PO and FG for relevance and applicability when using Copilot Chat.
Impact assessment
- Data Protection Impact Assessment (DPIA): https://slmmicrosoftrijk.nl/wp-content/uploads/2024/12/20241217-Memo-M365-Copilot-DPIA-en-FRAIA.pdf
- Impact Assessment Mensenrechten en Algoritmes (IAMA): https://slmmicrosoftrijk.nl/wp-content/uploads/2024/12/20241217-Memo-M365-Copilot-DPIA-en-FRAIA.pdf
Operations
Data
Existing policies from information security, privacy, information management, procurement and staff codes of conduct form the starting point for the data to be used in the input (prompts). In addition, guidelines for responsible use of generative AI have been drawn up to provide clarity to employees on what is and is not possible.
Technical design
Copilot Chat uses language models from OpenAI hosted as a service in a Microsoft Azure environment. The language models are trained on huge amounts of text data, which enables them to generate and understand human-like texts. Copilot can invoke these language models and use an internet search to answer questions, write texts and provide relevant information.
External provider
Link to code base
Similar algorithm descriptions
- Employees can use Microsoft 365 CoPilot as an AI chatbot to generate texts and get comprehensive answers to questions. Some principles described in our guidelines are that no internal or confidential information should be used and that the information should be properly checked for accuracy.Last change on 27th of March 2025, at 13:24 (CET) | Publication Standard 1.0
- Publication category
- Other algorithms
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- Employees can use Microsoft CoPilot. This to generate texts and images or get answers to questions. No confidential information may be used in the process, but no personal data either. An important condition is that the information is good, reliable and checked for accuracy.Last change on 7th of April 2025, at 13:51 (CET) | Publication Standard 1.0
- Publication category
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- A group of employees is experimenting with Microsoft 365 Copilot to gain hands-on experience with generative AI. This pilot aims to gain knowledge and experience and explore, through case studies, how it can help with overview, analysis, speed and cost savings.Last change on 17th of March 2025, at 17:20 (CET) | Publication Standard 1.0
- Publication category
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- Impact assessment
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- A group of employees is experimenting with Microsoft 365 Copilot to gain hands-on experience with generative AI. This pilot aims to gain knowledge and experience and explore, through case studies, how it can help with overview, analysis, speed and cost savings.Last change on 17th of April 2025, at 14:39 (CET) | Publication Standard 1.0
- Publication category
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- Impact assessment
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- Status
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- To improve internal efficiency, a test project has been set up to see if Microsoft CoPilot can help employees perform day-to-day tasks.Last change on 20th of January 2025, at 10:12 (CET) | Publication Standard 1.0
- Publication category
- High-Risk AI-system
- Impact assessment
- Field not filled in.
- Status
- In development