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AI-Assisted Plain Language Simplification for Emergency Preparedness

What it is for

Inform
  • NYCEM used Copilot to simplify preparedness language for public consumption and to improve accessibility using plain language guidelines, making emergency guidance easier for all residents to understand.

NYC Algorithmic Tools Compliance Report — Microsoft Copilot for M365

Accessibility
  • The tool improves accessibility of emergency preparedness materials by applying plain language guidelines to previously drafted recommendations, ensuring the content is understandable to a broad public audience.

NYC Algorithmic Tools Compliance Report — Microsoft Copilot for M365

Run by
NYC Emergency Management (NYCEM)
Where
No fixed location
Kept
Not stated by the NYC Office of Technology and Innovation.
Shared with
Not stated by the NYC Office of Technology and Innovation.
Your copy
You cannot see the data it holds about you. What you can do

What it is for

InformAccessibility

NYC Emergency Management uses Microsoft Copilot for M365 to rewrite preparedness guidance into plain, accessible language for the general public. Staff provide previously drafted recommendations, and the AI produces simplified versions following plain language guidelines. No personal information about members of the public is collected or processed by this tool.

What it collects and what happens to it

Data taken in

Operational data
Anonymized data
  • NYCEM staff input previously drafted preparedness recommendations — administrative text describing emergency guidance for the public. No personal data about individuals is included in these inputs.

NYC Algorithmic Tools Compliance Report — Microsoft Copilot for M365

Processing

Language Models
  • Microsoft Copilot for M365 is powered by large language models. The underlying training data is proprietary to Microsoft. The system uses generative text capabilities to transform input text into simplified plain-language output.

NYC Algorithmic Tools Compliance Report — Microsoft Copilot for M365

What it does

Creating (Generative AI)
Human decides
  • Copilot generates simplified, plain-language versions of preparedness recommendations. Human staff at NYCEM External Affairs decide which outputs to publish; the AI does not publish content autonomously.

NYC Algorithmic Tools Compliance Report — Microsoft Copilot for M365

Outputs

Generated content
Anonymized data
  • The system outputs simplified preparedness recommendations rewritten in plain language. This content is intended for broad public communication and does not identify any individual.

NYC Algorithmic Tools Compliance Report — Microsoft Copilot for M365

Run by

NYC Emergency Management (NYCEM)
  • NYC Emergency Management (NYCEM) is the city agency responsible for coordinating emergency preparedness and response. Its External Affairs department used Copilot to simplify preparedness language for public communication.

NYC Algorithmic Tools Compliance Report — Microsoft Copilot for M365

Built by

Microsoft
  • Microsoft provides and maintains Microsoft Copilot for M365, including software updates and office hours support. The training data used by the underlying model is proprietary to Microsoft. This is a no-cost engagement.

NYC Algorithmic Tools Compliance Report — Microsoft Copilot for M365

Kept for

Not stated by the NYC Office of Technology and Innovation.

Shared with

Not available to me
  • No personal information about members of the public is collected or disclosed by this tool. Individual members of the public have no data about them in this system to access.

NYC Algorithmic Tools Compliance Report — Microsoft Copilot for M365

Stored

Not stated by the NYC Office of Technology and Innovation.

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 UseNYCEM's use of AI to produce plain-language preparedness materials is publicly disclosed in the NYC Algorithmic Tools Compliance Report. Members of the public can view this disclosure at the NYC Open Data portal.
  • Right to Algorithmic TransparencyThe NYC Algorithmic Tools Compliance Report publicly documents the use, purpose, and data handling of this tool. Note that the underlying model's training data and architecture are proprietary to Microsoft and are not publicly disclosed.

Risks and safeguards

  • Societal & cultural harmAI-generated plain-language content may introduce factual inaccuracies, omissions, or culturally inappropriate phrasing that could mislead the public during emergencies.Safeguard: NYCEM staff review and approve all outputs before publication; the tool is described as informative/advisory and used occasionally, with human staff retaining editorial control.