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
- Field not filled in.
- Status
- In use
General information
Theme
Begin date
Contact information
Responsible use
Goal and impact
The municipality of Apeldoorn uses Copilot Chat as a generative AI chat assistant to support employees. The aim here is to increase personal effectiveness when drafting texts or images, summarising texts and using it as a digital sparring partner on various topics.
Copilot Chat is used solely on the basis of user input and has no direct access to internal data or systems within the municipality's Microsoft 365 environment. No automated decisions are made. The impact of use is limited to individual employee support. To ensure the use of Copilot Chat in a responsible manner, the Municipality of Apeldoorn has established three principles for the use of generative AI which have to do with sensitive information, domain knowledge and accountability.
Considerations
Apeldoorn municipality has chosen Copilot Chat as the recommended solution for generative AI for all employees because it is part of the existing contract Apeldoorn has for office automation. Allowing the use of this contracted solution reduces the risk of so-called shadow IT. The limited impact on processes and data and the absence of automated decision-making were explicitly considered when weighing up the options.
Human intervention
Human intervention is a fundamental starting point in the use of AI within Apeldoorn municipality. Copilot acts solely as a tool and supports employees in their office work. The final responsibility for the content, interpretation and application of generated output always lies with the employee. This ensures that Copilot does not make decisions and that human control is maintained. Furthermore, users are informed that transparency requirements are always taken into account in publications.
Risk management
The Municipality of Apeldoorn takes a risk-driven approach to the use of all information systems including AI applications. For Copilot Chat, risks such as sharing sensitive information, misinterpreting generated output and creating dependencies have been recognised. These risks are mitigated by the clear principles around use and commitment to AI literacy through training and awareness among employees.
Legal basis
The European AI Regulation forms the basis of municipal policy around the responsible development and deployment of AI and algorithms. It aims to ensure that AI systems are safe, work transparently and respect people's fundamental rights. The regulation distinguishes between different levels of risk of AI systems. The higher the risk, the stricter the rules. For generative AI such as Microsoft 365 Copilot Chat, there are especially obligations around transparency and human oversight. The design of Copilot is such that all data remains within the municipality's security boundaries.
Besides the AI regulation, municipal policy rests on existing information security and privacy laws, such as the General Data Protection Regulation (GDPR). These laws ensure that personal data is properly protected and that employees handle data with care.
Links to legal bases
Operations
Data
External provider
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