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 CoPilot
- Publication category
- Other algorithms
- Impact assessment
- DPIA
- Status
- In use
General information
Theme
Begin date
Contact information
Link to publication website
Responsible use
Goal and impact
The aim of Microsoft 365 Copilot is to support employees in their day-to-day work. For example, Microsoft 365 Copilot helps with writing texts, creating summaries, drafting emails or preparing for meetings. This is achieved using artificial intelligence (AI).
The use of generative AI leads to improved service delivery by facilitating faster, clearer and more accessible communication with residents.
It also strengthens operational capacity by reducing administrative burdens and providing support for text-intensive tasks. Support is also provided for social and administrative challenges as a tool for analysis, formulation and efficiency.
Finally, it supports professional expertise within the civil service by providing a tool for analysis, drafting and overview; it is not a substitute for human judgement.
Its use contributes to improving digital skills and becoming familiar with generative AI. At the same time, this requires conscious and responsible use. The council recognises the opportunities offered by AI and is closely monitoring technological developments. There is a clear ambition to keep pace with this progress, provided it is done in a careful and responsible manner. To guide staff in this regard, guidelines have been drawn up for working with generative AI.
Considerations
At Oss Council, we advise staff to use only Microsoft 365 Copilot for their work. Other AI apps and applications are not permitted. We have chosen Copilot because:
- The information you enter into Copilot remains within the council’s secure environment (tenant).
- With other AI tools, the council does not know what happens to the information or where it is stored.
This is how we keep our data secure and private.
Human intervention
The guidelines assume that all content generated is always checked by the user and, where necessary, also checked by a colleague (the four-eyes principle) before it is used.
Risk management
The AI policy forms the basis for the responsible use of generative AI within the organisation. These frameworks provide guidance for identifying and managing risks associated with the use of AI technologies. This policy is consistent with and supported by existing policies on information security, privacy, information management, procurement and codes of conduct for staff.
To provide employees with practical support in the day-to-day use of generative AI, additional guidelines have been drawn up. These guidelines clarify what is and is not permitted, and help employees make responsible choices in line with the organisation’s objectives and legal obligations. Furthermore, we are continuously working to raise internal awareness, improve communication and provide training in the context of AI literacy.
Legal basis
The European AI Regulation forms the basis of the local authority’s policy on the responsible development and use of AI and algorithms.
Links to legal bases
Impact assessment
Operations
Data
Microsoft 365 Copilot only uses data to which an individual employee has access and which is actively used whilst working with Microsoft 365 Copilot. This may include, for example, documents, emails, calendar items, chats and files in programmes such as Word, Outlook, Teams, SharePoint and OneDrive. Microsoft 365 Copilot therefore does not process all data within the organisation, but only information that the employee themselves opens within the Microsoft 365 ecosystem, shares or uses in a task. Sensitive information is only processed if the employee has access to it and consciously uses it. No data from external sources such as the BRP or BKR is used.
Technical design
Microsoft 365 Copilot uses large language models (LLMs), such as GPT-4, GPT-4 Turbo, GPT-5 and Claude Opus 4.1 (Anthropic), hosted via the Azure OpenAI Service. These models have been trained on large amounts of text data and are capable of generating, interpreting and structuring human-like text. Microsoft 365 Copilot is not self-learning: it does not learn from user interaction. Updates to the model are carried out centrally by Microsoft.
External provider
Similar algorithm descriptions
- Internally, Microsoft Copilot is used. It is integrated into applications such as Outlook, Word and Excel and is made available to employees on demand. Employees use it mainly for summarising or producing texts.Last change on 3rd of November 2025, at 13:20 (CET) | Publication Standard 1.0
- Publication category
- Other algorithms
- Impact assessment
- Field not filled in.
- Status
- In use
- Employees can use Microsoft CoPilot. This is 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 10th of November 2025, at 13:27 (CET) | Publication Standard 1.0
- Publication category
- Other algorithms
- Impact assessment
- Field not filled in.
- Status
- In use
- 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
- In use
- Explore the use of Microsoft Copilot 365, integrated into Office applications (including Word, Excel, Outlook, Teams) and the municipal work context, to investigate whether employees can work more efficiently and reduce administrative burdens.Last change on 14th of April 2026, at 15:08 (CET) | Publication Standard 1.0
- Publication category
- Impactful algorithms
- Impact assessment
- DPIA
- Status
- In use
- Copilot supports writing, summarising, e-mailing and preparing for meetings. With Copilot, we work more efficiently and improve our services. We use Copilot responsibly and actively invest in employees' AI knowledge.Last change on 11th of March 2026, at 11:10 (CET) | Publication Standard 1.0
- Publication category
- Impactful algorithms
- Impact assessment
- DPIA
- Status
- In use