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AI-Assisted Document Processing for Transport Canada Forms

Enforcement

What it collects

Operational data
Anonymized data
  • Paper-based forms submitted by Government of Canada employees for processing and analysis. The register states no personal information is involved; the documents are administrative or regulatory forms used in Transport Canada's internal workflows.
Run by
Transport Canada (TC)
Where
No fixed location
Kept
Not stated by the Helpful Places.
Shared with
Accountable organization

What it is for

Enforcement

This system uses AI to automatically read and extract data from paper-based forms submitted to Transport Canada, reducing the need for manual data entry. It is used by Government of Canada employees and does not process personal information. The goal is to speed up form processing, improve accuracy, and free staff for higher-value work.

What it collects and what happens to it

Data taken in

Operational data
Anonymized data
  • Paper-based forms submitted by Government of Canada employees for processing and analysis. The register states no personal information is involved; the documents are administrative or regulatory forms used in Transport Canada's internal workflows.

Processing

Computer Vision
  • Power Apps AI Builder uses computer vision to interpret document images, detecting and reading printed or handwritten text fields on paper forms. This is the core perceptive capability enabling automated data extraction.
Classification & Prediction
  • The text analysis capability classifies and labels extracted document content to support structured data entry and routing. Power Apps AI Builder applies trained models to assign field values and document types.

What it does

Sensing (Perceptive AI)
Human decides
  • The system reads and interprets scanned or submitted paper-based forms, extracting structured fields and text from document images using Power Apps AI Builder. Staff review and act on the extracted data.
Deciding (Analytical AI)
Human decides
  • After extracting text, the system performs text analysis to classify and structure document content, enabling downstream routing or data entry workflows. Decisions about the extracted data remain with staff.

Outputs

Operational data
Anonymized data
  • Structured data extracted from document fields, reducing manual data entry. Outputs are administrative records used by Transport Canada staff for downstream processing, routing, or entry into departmental systems.

Run by

Transport Canada (TC)
  • Transport Canada is the federal department deploying and operating the ADA system to streamline internal document processing workflows for Government of Canada employees.

Government of Canada AI Register — ADA (2526-TC-007)

Built by

Microsoft
  • Microsoft supplies the Power Apps AI Builder platform, which provides the underlying AI text analysis and document processing capabilities used by the ADA system.

Government of Canada AI Register — ADA (2526-TC-007)

Kept for

Not stated by the Helpful Places.

Shared with

Available to the accountable organization
  • Extracted data and processing outputs are available to Transport Canada staff who use the system for internal administrative workflows. The primary users are Government of Canada employees within the department.

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 TransparencyThis system is disclosed on the Government of Canada's AI and Algorithmic Systems Register (entry 2526-TC-007), which provides public information about its purpose, capabilities, and data sources. GC employees may consult the register at open.canada.ca for details about how the system works.

Risks and safeguards

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