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Helpful Places

Government of Canada – DTPR AI Register

AI-Assisted Document Processing for Defence Procurement

Logistics · Enforcement

What it collects

Operational data
Anonymized data
  • Procurement documents uploaded by authorized users: RFPs, bids, contracts, and statements of work in PDF, Word, and Excel formats. Also includes reference taxonomies and contract metadata from line-of-business systems.
Run by
Public Services and Procurement Canada (PSPC)
Where
No fixed location
Kept
Not stated by the Helpful Places.
Shared with
Accountable organization, Vendor

What it is for

LogisticsEnforcement

This pilot system automatically reads, classifies, and extracts data from procurement documents such as requests for proposals, bids, contracts, and statements of work. It is used by Government of Canada employees within Public Services and Procurement Canada to reduce manual data entry and speed up compliance checks. The system does not process personal information. Users are informed that AI is in use.

What it collects and what happens to it

Data taken in

Operational data
Anonymized data
  • Procurement documents uploaded by authorized users: RFPs, bids, contracts, and statements of work in PDF, Word, and Excel formats. Also includes reference taxonomies and contract metadata from line-of-business systems.

Processing

Computer Vision
  • Optical character recognition (OCR) is applied to scanned and digital procurement documents to convert image-based or formatted content into machine-readable text for downstream extraction.
Classification & Prediction
  • Classifies procurement documents by type (e.g., RFP, contract, SOW) and validates extracted entities against predefined schemas and rules to flag compliance issues.

What it does

Sensing (Perceptive AI)
Human decides
  • Reads procurement documents (PDF, Word, Excel) using OCR and extracts structured fields — entities, classifications, metadata — for downstream review by GC employees.
Deciding (Analytical AI)
Human decides
  • Classifies documents and validates extracted data against schemas and rules, producing compliance flags and structured outputs that procurement staff review and act on.

Outputs

Operational data
Anonymized data
  • Structured extracted data, document classifications, validation results, compliance flags, and workflow-ready outputs surfaced via dashboards for GC procurement employees.

Run by

Public Services and Procurement Canada (PSPC)
  • PSPC is the federal department deploying and developing this pilot AI system to automate intake and analysis of defence procurement documents.

GC AI Register — PSPC Department field

Built by

Microsoft
  • Microsoft is the technology vendor whose platform and tools underpin this intelligent document processing pilot.

GC AI Register — Vendor field

Kept for

Not stated by the Helpful Places.

Shared with

Available to the accountable organization
  • Outputs and processed data are available to PSPC employees who are authorized users of the system.
Available to vendor
  • As the technology provider, Microsoft may have access to data processed through its platform. The extent of vendor data access is not specified in the register entry.

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 UseGC employees using this system are informed that AI is in use. The register confirms AI use is disclosed to users.
  • Right to Algorithmic TransparencyThis DTPR disclosure describes how the system operates. Further questions about the system can be directed to Public Services and Procurement Canada.

Risks and safeguards

  • Financial & business harmIncorrect extraction or classification of procurement data could lead to errors in contract compliance assessment or award decisions.Safeguard: the system is positioned as decision-support for GC employees, who retain responsibility for final decisions; the pilot status allows for controlled evaluation and correction before broader deployment.