AI Assistant for Information Management Questions

Inform

What it collects

Operational data

Anonymized data

Information Management policies, procedures, and guidance content drawn from the Fisheries and Oceans Canada IM intranet site. No personal information is involved.

Government of Canada AI Register — IM Chatbot

About behaviour

Anonymized data

Employee queries and questions typed into the chatbot interface. The register states no personal information is collected, so queries are treated as de-identified interaction signals.

Government of Canada AI Register — IM Chatbot

Run by: Fisheries and Oceans Canada (DFO)
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 chatbot helps Government of Canada employees find answers to Information Management questions by drawing on content from the departmental IM intranet site. It is an internal tool used by Fisheries and Oceans Canada staff and is not accessible to the general public. The system is currently in development and does not process personal information.

What it collects and what happens to it

Data taken in

Operational data

Anonymized data

Information Management policies, procedures, and guidance content drawn from the Fisheries and Oceans Canada IM intranet site. No personal information is involved.

Government of Canada AI Register — IM Chatbot

About behaviour

Anonymized data

Employee queries and questions typed into the chatbot interface. The register states no personal information is collected, so queries are treated as de-identified interaction signals.

Government of Canada AI Register — IM Chatbot

Processing

Language Models

A language model processes employee queries and generates natural-language answers grounded in IM intranet content. The specific model or platform is not disclosed in the register.

Government of Canada AI Register — IM Chatbot

Search & Retrieval

Retrieves relevant passages from the IM intranet knowledge base to ground chatbot responses. Inferred from the system's described reliance on IM intranet content.

Government of Canada AI Register — IM Chatbot

What it does

Understanding (Semantic AI)

Human decides

The chatbot retrieves and surfaces relevant IM policy content from the intranet in response to employee questions; the employee decides what to do with the information.

Government of Canada AI Register — IM Chatbot

Creating (Generative AI)

Human decides

The chatbot generates natural-language responses to employee queries, composing answers from IM intranet content; a human reads and decides how to act on the answer.

Government of Canada AI Register — IM Chatbot

Outputs

Generated content

Anonymized data

Natural-language answers to Information Management questions, generated for GC employees. Responses are advisory and not binding decisions. No personal information is output.

Government of Canada AI Register — IM Chatbot

Run by

Fisheries and Oceans Canada (DFO)

Fisheries and Oceans Canada is the federal department deploying this chatbot for use by its employees to answer Information Management questions.

Government of Canada AI Register — IM Chatbot

Built by

Government of Canada

The system was developed internally by the Government of Canada rather than by an external vendor.

Government of Canada AI Register — IM Chatbot

Kept for

Not stated by the Helpful Places.

Shared with

Not available to me

This is an internal government tool accessible only to GC employees. Members of the public cannot access the chatbot or its outputs.

Government of Canada AI Register — IM Chatbot

Available to the accountable organization

Chatbot outputs and interaction logs (if retained) are available to Fisheries and Oceans Canada as the accountable organization.

Government of Canada AI Register — IM Chatbot

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 Algorithmic TransparencyGC employees interacting with this chatbot are informed that it is an AI-powered tool based on IM intranet content. The AI Register entry is publicly accessible, providing transparency about the system's purpose and scope.
Right to Be Informed of AI UseGC employees using the system are interacting with an AI chatbot, not a human advisor. The system's listing in the Government of Canada AI Register provides public notice of its existence and function.

Risks and safeguards

Societal & cultural harmThe chatbot may generate inaccurate or misleading Information Management guidance, causing employees to mishandle records or government information.Safeguard: Responses are grounded in the official IM intranet site; the system is in development with opportunity for human review of outputs before broader rollout. Employees retain decision-making authority and are not bound by chatbot answers.