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AI-Assisted Email Drafting for International Assistance Operations

Inform

What it collects

Operational data
Anonymized data
  • PDF documents related to International Assistance programming — policy documents, program guidelines, and related administrative materials ingested for analysis.
Run by
Global Affairs Canada (GAC)
Where
No fixed location
Kept
Not stated by the Helpful Places.
Shared with
Accountable organization
Your copy
You cannot see the data it holds about you. What you can do

What it is for

Inform

This tool helps Global Affairs Canada staff handle inquiries related to international assistance programs by analyzing program documents and suggesting draft email responses. It is used internally by Government of Canada employees and does not process personal information. Users are informed that AI is involved in generating responses.

What it collects and what happens to it

Data taken in

Operational data
Anonymized data
  • PDF documents related to International Assistance programming — policy documents, program guidelines, and related administrative materials ingested for analysis.

Processing

Language Models
  • The tool uses natural language analysis and a response recommendation engine to process document content and generate email text. The specific model family or vendor is not disclosed in the register entry.
Search & Retrieval
  • Document ingestion and preprocessing pipeline retrieves relevant content from program PDFs to ground generated responses. Likely implements retrieval-augmented generation (RAG) or similar document-grounded search.

What it does

Creating (Generative AI)
Human decides
  • The system generates draft email responses to inquiries. A human employee reviews and decides whether to send, modify, or discard the suggested response.
Understanding (Semantic AI)
Human decides
  • The tool performs natural language analysis on ingested program documents to understand inquiry context and retrieve relevant information before generating a response.

Outputs

Generated content
Anonymized data
  • Recommended draft email responses to common inquiries about International Assistance programming, produced for review and use by GC employees.

Run by

Global Affairs Canada (GAC)
  • Global Affairs Canada is the federal department that deploys and operates this AI email generation tool to support International Assistance Operations staff.

Government of Canada AI Register — entry 2526-GAC-AMC-014

Built by

Government of Canada
  • The Government of Canada is listed as the developer of this AI tool, indicating in-house development rather than a commercial vendor.

Government of Canada AI Register — entry 2526-GAC-AMC-014

Kept for

Not stated by the Helpful Places.

Shared with

Available to the accountable organization
  • Output draft emails and system logs are available to Global Affairs Canada as the deploying organization. The tool is used internally and outputs remain within the department.
Not available to me
  • As a member of the public, you do not have access to the draft emails or internal documents processed by this tool. The system is for internal GC employee use only.

Stored

Not stated by the Helpful Places.

How to read the colours

Can it identify you?

Anonymized data
Data about people with the link to who is broken. Stripped of identifiers, blurred, aggregated, or noised so this system can’t reasonably tie a record back to an individual.
Pseudonymous data
Each person’s data is tied to a token (hash, ID, template) that lets this system recognise the same person across events, but the token itself doesn’t reveal a name. Reidentification is possible with extra information.
Identifiable data
The data either contains a direct identifier (name, address, account name, recognisable face or voice, plate number) or carries a token this system uses to look up legal identity during processing.

Who completes the loop?

Human decides
This mode suggests; a person decides what to do next. The AI is always advisory — a human is in the loop on every decision. Example: a triage tool ranks cases for a clinician who chooses which to see first.
Human executes
This mode decides; a person carries out the result. Example: an optimizer plans the day’s trash-collection routes, and drivers run them.
Autonomous
This mode decides and acts on its own. No person reviews each decision or carries out the resulting action.

Definitions from the DTPR standard. Amber is about your data, violet about who decides. The fuller the shape and the deeper the colour, the more identifying the data or the less a person is involved.

What you can do

Ask about this system

Questions go to the Helpful Places, not the vendor.

Your rights

  • Right to Be Informed of AI UseAI use is disclosed to users of this tool. GC employees interacting with the system are informed that AI is involved in generating the recommended email responses.

Risks and safeguards

No risks or safeguards have been published for this system yet.