FOI Request - Use of AI
Request 101003912673
AI Use in Operations
1. Does your organisation currently use any form of Artificial Intelligence (AI) or automated systems in its operations?
o If yes, please list the tools or systems in use and provide a brief description of their purpose (e.g., administrative support, triage, analytics, chatbot services, etc.).
o If not, please state whether your organisation has explored or piloted any AI-based technologies in the past 3 years.
AI for Decision-Making
2. Does your organisation use AI or algorithmic systems to support or inform decision-making in any area (e.g., resource allocation, risk assessments, case prioritisation)?
o If yes, please describe the type of decision-making supported and the nature of the AI’s role (e.g., advisory, automated assessment, automated decision).
o Please also confirm whether human oversight is applied.
AI Chatbots and Customer Interaction
3. Does your organisation currently use chatbots or virtual assistants—AI-driven or rules-based—to support public enquiries or internal staff functions?
o If yes, please specify their purpose, whether they are AI-based, and when they were implemented.
Policies and Governance
4. Does your organisation have any formal policy, strategy, or guidance relating to the use of Artificial Intelligence or automated decision-making?
o If yes, please supply a copy or provide a link.
o If not, please indicate whether such a policy is in development.
Data Protection and Ethics
5. If AI systems are used, what measures or frameworks does your organisation have in place to ensure:
o Compliance with data protection and privacy obligations
o Transparency for service users
o Ethical or responsible use
(For example, DPIAs, algorithmic impact assessments, ethical guidelines—if applicable.)
Trials, Pilots, or Future Plans
6. Has your organisation run any pilots, trials, or exploratory projects involving AI in the last 3 years, or does it plan to do so in the next 12–24 months?
o If yes, please provide brief details of the purpose, timeline, and status of these initiatives.
Staff Training and Awareness
7. Does your organisation provide any training, guidance, or internal communications to staff relating to AI, its use, or its implications?
o If yes, please describe the type of training or include documents if available.
Response 11-02-2026
1. a) Yes. Internally, we use Microsoft Copilot Chat (the version included with Microsoft 365) across the organisation for tasks such as drafting content, summarising documents and meetings, and assisting with day to day administrative work. We are also piloting the paid “Copilot for Microsoft 365” add on with a limited user group.
b) As above, we are piloting Copilot for Microsoft 365 (since April 2025)
2. a) AI is used advisory only to assist staff (e.g., summarising information, drafting options). We do not use AI for fully automated assessments or decisions.
b) Yes. Our guidance and DPIA materials require human review and verification of AI outputs, and explicitly state that generative AI should not be used to make decisions without an employee reviewing, amending, and verifying the outcome.
3. a) Internal: Microsoft Copilot Chat is available to staff for productivity assistance
Public facing: No
b) Not applicable for public facing at this time
4. a) Yes, an intranet article covering responsible use of AI was published in March 2025
b) Extract attached.
c) We are currently working with the Digital Office for Scotland on a Scotland wide AI Policy.
5. DPIAs completed for Copilot Chat and the Copilot for Microsoft 365 pilot
6. We are currently piloting Copilot for 365 until July 2026
7. Yes. We provide guidance, internal comms and access to learning opportunities via a dedicated Artificial Team space and by publishing articles on our intranet.