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AI Assistant for Workforce and Nonprofit Communications

What it is for

Inform
  • Microsoft 365 Copilot responds to user prompts with AI-generated information, supporting staff with notetaking, email drafting, and content reformatting tasks.
Employment & Work
  • Used by city staff for internal work tasks including notetaking during meetings (speech-to-text) and composing or reformatting professional communications and training materials.
Run by
Mayor's Office
Where
No fixed location
Kept
Not stated by the NYC Office of Technology and Innovation.
Shared with
Accountable organization, Vendor

What it is for

InformEmployment & Work

Microsoft 365 Copilot is an AI-powered tool used by two Mayor's Office units — NYC Talent and Mayor's Office of Nonprofit Services — to assist with everyday work tasks. NYC Talent staff use it for speech-to-text notetaking and predictive email text, while Nonprofit Services staff use it to reformat training and social media content. The tool processes both user-typed text and spoken words and returns AI-generated text. Training data is proprietary to Microsoft and not disclosed to the city.

What it collects and what happens to it

Data taken in

Sensitive personal information
Identifiable data
  • For NYC Talent: speech or typed text from staff members, which may include personally identifiable information captured during notetaking and meeting transcription.
Operational data
Anonymized data
  • For MONS: training content based on professional experience and drafted social media content — operational materials that do not identify specific individuals.

Processing

Language Models
  • Microsoft 365 Copilot is powered by large language models that process text and speech input to produce text output including transcriptions, email completions, and reformatted content. Training data is proprietary to Microsoft.
Speech & Audio
  • NYC Talent staff use Copilot's speech-to-text feature to convert spoken words into written notes when they are unable to type while multi-tasking.

What it does

Creating (Generative AI)
Human decides
  • Copilot generates new text in response to staff prompts — transcribing speech, completing email text, or reformatting training and social media content. Staff review and decide whether to use the output.
Understanding (Semantic AI)
Human decides
  • Copilot understands and processes the meaning of staff-supplied text and speech prompts in order to produce relevant outputs such as reformatted documents or predictive email completions.

Outputs

Generated content
Anonymized data
  • For NYC Talent: AI-generated text transcriptions and email completions. For MONS: edited training materials and social media content in formats requested by staff. These outputs are AI-generated and reviewed by staff before use.

Run by

Mayor's Office
  • Two units within the NYC Mayor's Office that deploy Microsoft 365 Copilot: NYC Talent for speech-to-text notetaking and predictive email, and Mayor's Office of Nonprofit Services for reformatting training and social media content.

NYC Algorithmic Tools Compliance Report — Microsoft Copilot

Built by

Microsoft
  • Off-the-shelf product by Microsoft accessed via paid licenses. Training data is proprietary to the vendor.

NYC Algorithmic Tools Compliance Report — Microsoft Copilot

Kept for

Not stated by the NYC Office of Technology and Innovation.

Shared with

Available to the accountable organization
  • Outputs generated by Copilot are available to the NYC Mayor's Office units (NYC Talent and MONS) that use them. Input data and outputs are processed through Microsoft's cloud infrastructure.
Available to vendor
  • Input data and prompts processed through Microsoft 365 Copilot are handled via Microsoft's cloud infrastructure. The extent to which Microsoft retains or uses this data is governed by the enterprise licensing agreement and Microsoft's data privacy terms.

Stored

Stored on 3rd Party Cloud
  • Microsoft 365 Copilot is an off-the-shelf cloud product; inputs and outputs are processed and may be stored on Microsoft's cloud infrastructure under the terms of the city's enterprise license agreement.
  • Duration: Not specified; governed by Microsoft enterprise licensing terms
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 NYC Office of Technology and Innovation, not the vendor.

Your rights

  • Right to Be Informed of AI UseThis tool is disclosed in the NYC Algorithmic Tools Compliance Report, publicly available at the NYC Open Data portal. Parties whose speech or information may be captured during staff notetaking sessions are not individually notified within the tool's current design.
  • Right to Algorithmic TransparencyThe NYC Algorithmic Tools Compliance Report provides public disclosure of how Copilot is used by city staff. The underlying model's training data and architecture are proprietary to Microsoft and not publicly disclosed.

Risks and safeguards

  • Societal & cultural harmAI-generated content used in public-facing nonprofit training materials and social media could propagate inaccuracies or culturally insensitive language.Safeguard: staff review all Copilot outputs before use; the tool is used in an informative, advisory capacity with humans deciding whether to publish or act on the output.