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AI-Assisted Summarisation and Routing of Ministerial Emails

Inform · Translation & Language Access

What it collects

About behaviour
Anonymized data
  • Text content of emails submitted to ministers through the departmental correspondence system. The register states no personal information is involved.
Run by
Innovation, Science and Economic Development Canada (ISED)
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

InformTranslation & Language Access

This tool helps staff at Innovation, Science and Economic Development Canada semi-automatically produce bilingual summaries of emails sent to ministers, and routes them to the right internal team. A large language model generates draft summaries in English and French; a human reviewer checks every output before it is used. The system processes correspondence content but does not handle personal information about members of the public.

What it collects and what happens to it

Data taken in

About behaviour
Anonymized data
  • Text content of emails submitted to ministers through the departmental correspondence system. The register states no personal information is involved.

Processing

Language Models
  • Large language models (LLMs) are used to detect language, summarise email content, and generate bilingual synopses in a consistent format and tone.
Classification & Prediction
  • Categorises emails by topic and detects their language to support routing to the appropriate departmental sector.

What it does

Creating (Generative AI)
Human decides
  • Uses large language models to generate bilingual draft summaries of ministerial emails. Human review is retained at every step before outputs are used.
Deciding (Analytical AI)
Human decides
  • Classifies and routes each email to the appropriate internal sector based on detected language and content category.

Outputs

Generated content
Anonymized data
  • Bilingual (English and French) draft synopses of ministerial emails, generated in a consistent format and tone for internal staff review before use.
A recommendation or prediction
Anonymized data
  • Routing recommendations directing each email to the appropriate internal sector, based on content classification.

Run by

Innovation, Science and Economic Development Canada (ISED)
  • The federal department that developed and operates this tool to semi-automate the processing of ministerial correspondence.

Government of Canada AI Register — 2526-ISED-ISDE-010

Built by

Government of Canada
  • The tool was developed internally by the Government of Canada, with no external vendor identified in the register entry.

Government of Canada AI Register — 2526-ISED-ISDE-010

Kept for

Not stated by the Helpful Places.

Shared with

Available to the accountable organization
  • Outputs (bilingual summaries and routing recommendations) are available to ISED employees who use the web-based interface for correspondence processing.
Not available to me
  • Members of the public who sent emails to ministers do not have access to the AI-generated summaries or routing outputs produced about their correspondence.

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 UseThe register states that AI use is disclosed to users. GC employees using the web-based interface are informed that the tool is AI-enabled. The register does not specify whether members of the public whose correspondence is processed are separately notified of AI involvement.
  • Right to Algorithmic TransparencyThis system is listed on the Government of Canada's public AI register, providing transparency about its purpose, data sources, and the fact that human review is retained. Members of the public may consult the register entry at the Government of Canada Open Data portal.

Risks and safeguards

  • Psychological harmLLM-generated summaries may misrepresent the intent or tone of correspondence, potentially causing incorrect routing or distortion of a citizen's message.Safeguard: Human review is retained at every step to ensure quality before outputs are acted upon.