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Helpful Places

Government of Canada – DTPR AI Register

AI Assistant for Qualitative Evaluation Analysis

Research & Development · Planning & Decision-making

What it collects

Operational data
Anonymized data
  • Documents and files stored in Agriculture and Agri-Food Canada's SharePoint site, including program documents, evaluation evidence, and publicly available AAFC information. No personal information is involved.
Run by
Agriculture and Agri-Food Canada (AAFC)
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

Research & DevelopmentPlanning & Decision-making

This AI tool helps Agriculture and Agri-Food Canada evaluation staff search, summarize, and analyse qualitative content stored in SharePoint using a large language model. It generates summaries and references to help evaluators identify key insights and refine their analysis. The system is used only by Government of Canada employees in a secure, sandboxed environment, and does not process personal information. Users are informed that AI is involved in producing the outputs.

What it collects and what happens to it

Data taken in

Operational data
Anonymized data
  • Documents and files stored in Agriculture and Agri-Food Canada's SharePoint site, including program documents, evaluation evidence, and publicly available AAFC information. No personal information is involved.

Processing

Language Models
  • A large language model (LLM) is used to process natural-language prompts from evaluators and generate summaries, coding, and referenced analysis from SharePoint document content.
Search & Retrieval
  • The system searches SharePoint folders to surface relevant qualitative content in response to evaluation prompts, retrieving passages that inform the generative summarisation step.

What it does

Understanding (Semantic AI)
Human decides
  • The system retrieves and matches relevant document content from SharePoint in response to evaluator prompts, surfacing related passages and meaning from stored qualitative data.
Creating (Generative AI)
Human decides
  • The assistant generates summaries, synthesised narratives, and coded outputs with precise references, drawing on the retrieved SharePoint content and evaluation frameworks provided by users.

Outputs

Generated content
Anonymized data
  • Summaries, synthesised narratives, and coded analytical outputs with precise source references, generated in response to evaluator prompts to support qualitative analysis. Does not contain personal information.

Run by

Agriculture and Agri-Food Canada (AAFC)
  • Agriculture and Agri-Food Canada is the federal department deploying this AI tool to support its internal evaluation function.

ProteBee — Government of Canada AI Register

Built by

Government of Canada
  • The Government of Canada developed this AI system internally.

ProteBee — Government of Canada AI Register

Kept for

Not stated by the Helpful Places.

Shared with

Available to the accountable organization
  • Outputs are available to Government of Canada employees within Agriculture and Agri-Food Canada who use the tool for evaluation purposes.
Not available to me
  • The tool is restricted to internal GC employees; members of the public cannot access the system or its outputs.

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 the system. Government of Canada employees who use the tool are informed that AI is involved in producing the outputs.
  • Right to Algorithmic TransparencyThe system is listed on the Government of Canada's public AI register, providing transparency about its purpose, capabilities, and data sources.

Risks and safeguards

  • Societal & cultural harmRisk that AI-generated summaries and coding may miss nuance or introduce errors in qualitative analysis, reducing the quality of evidence informing program evaluations. Mitigated by design intent to enhance rather than replace evaluator capacity: staff are expected to review and refine AI outputs, and outputs include precise references to source documents so evaluators can verify fidelity.