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
- Human Rights and Algorithms Impact Assessment (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 Chat (hereafter Copilot Chat). Copilot Chat is a generative AI tool offered by Microsoft, where employees with a Microsoft account from the municipality can ask questions, generate texts and images, and create translations and summaries.Last change on 30th of September 2025, at 12:24 (CET) | Publication Standard 1.0
- Publication category
- Impactful algorithms
- Impact assessment
- Field not filled in.
- Status
- In use
- 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
- Impact assessment
- DPIA, IAMA
- Status
- In use
- 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
- 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
- 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
- DPIA
- Status
- In development