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
- Impactful algorithms
- Impact assessment
- Field not filled in.
- Status
- In use
General information
Theme
Begin date
End date
Contact information
Link to publication website
Responsible use
Goal and impact
Employees can use Copilot Chat for a variety of tasks, such as asking questions, generating texts and images, and creating translations and summaries. This tool supports them in performing daily tasks more efficiently. In addition, using Copilot Chat contributes to increasing knowledge and experience with generative AI technology. However, it is very important that employees are aware of the risks involved in using such AI tools.
The municipality recognises the added value of artificial intelligence (AI) and closely follows developments in this field. There is a clear ambition to move with technological advances, provided this is done in a safe and responsible manner. To support employees in this, the municipality has drawn up ground rules. These form a framework for the responsible use of Copilot Chat within daily activities.
Considerations
The municipality of Almere has a policy that Microsoft 365 Copilot Chat is the only generative AI tool employees may use to support their work. The municipality chose this because the information entered in Microsoft 365 Copilot Chat remains in its own protected M365 environment. When using other (free) generative AI tools, the municipality has insufficient insight into what happens to the entered information and where it ends up.
Human intervention
Employees should always check the output of Microsoft 365 Copilot Chat for errors before using the outcomes further in their work. Employees should always maintain an active and critical role in reviewing the generated output when using Microsoft 365 Copilot Chat. Although Copilot provides powerful support for processing information, generating texts and performing tasks, human intervention remains necessary to ensure the quality, accuracy and relevance of the results. The rules of the game therefore include clear rules on the obligation for human intervention.
Risk management
The existing policies on AI & Algorithms, Privacy and Information Security form the basis for responsible handling of generative AI within the organisation. These frameworks provide guidance for identifying and managing risks associated with the use of AI technologies.
To provide concrete support to employees in the daily use of generative AI, additional ground rules have been drawn up. These ground rules provide clarity on what is and is not allowed, and help make responsible choices in line with organisational objectives and legal obligations.
In addition, structural investments are made in:
- Internal awareness: Through communication actions via the internal communication network, and using practical examples, employees are actively involved in the responsible use of AI.
- Training and education: Training is offered aimed at responsible use, so that employees understand how AI works, the risks involved, and how to use this technology in a safe and effective way.
Legal basis
The European AI Regulation forms the basis of municipal policy around the responsible development and deployment of AI & Algortimen.
Links to legal bases
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 Chat (hereafter Copilot Chat). Copilot Chat is a generative AI tool offered by Microsoft, where county employees with a county Microsoft account can ask questions, generate texts and images, and create translations and summaries.Last change on 15th of April 2025, at 9:56 (CET) | Publication Standard 1.0
- Publication category
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- 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
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- Employees may use Microsoft 365 CoPilot as a smart chatbot. With it, they can have texts created and get detailed answers to questions. Our rules state that employees must not use secret or confidential information. Also, employees must always check carefully whether the information is correct.Last change on 16th of September 2025, at 10:32 (CET) | Publication Standard 1.0
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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
- Other algorithms
- Impact assessment
- Field not filled in.
- Status
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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
- Other algorithms
- Impact assessment
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- Status
- In development