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Policy Summary
The National Disability Insurance Agency (NDIA or the ‘Agency’) requires all staff
(including contractors and partner staff) to implement and adhere to the Agency Policies
and Procedures. This document establishes the policy for Use of Artificial Intelligence,
Generative AI, and Machine Learning in the Agency.
Document Control
Use of Artificial Intelligence, Generative AI, and Machine
Document Name
Learning – Interim Policy
HPE Document No or SharePoint
Use of AI Interim Policy Draft 0.1.docx
Link
Date
April 2024
Status
Final
Version
1.0
Owner
Branch Manager, Enterprise Architecture and Governance
Branch
Approval Status Log
Version
1.0
Reviewed by
BM Enterprise Architecture and Governance
Publication date
April 2024
Approved by
Ajay Satyan, Chief Information Officer
Approval date
April 2024
Use of Artificial Intelligence, Generative AI, and Machine Learning Interim Policy 2
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Table of Contents
Use of Artificial Intelligence, Generative AI, and Machine Learning – Interim Policy...............1
Policy Summary .......................................................................................................................2
1.
Introduction .......................................................................................................................4
2.
Purpose ............................................................................................................................4
3.
Applicability.......................................................................................................................4
3.1.
Policy exclusions .......................................................................................................4
3.2.
Policy exemptions......................................................................................................5
4.
Policy Principles................................................................................................................5
5.
Roles and responsibilities .................................................................................................6
5.1.
Chief Information Officer (CIO)..................................................................................6
5.2.
AI Working Group ......................................................................................................6
5.3.
Project Team .............................................................................................................6
5.4.
Copilot trial members.................................................................................................7
6.
Non-compliance................................................................................................................7
7.
Authority and review .........................................................................................................7
Appendix A – Glossary of terms and abbreviations .................................................................8
Appendix B – References, legislation, and standards .............................................................9
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1. Introduction
The National Disability Insurance Agency (Agency) is participating in a trial of Copilot for
Microsoft 365 (the trial) along with other Federal Government Agencies. The trial is
sponsored by the Prime Minister and is supported by the Digital Transformation Agency
(DTA). The use of Copilot as part of a trial aligns with interim Government guidance on the
use of generative AI tools.
Copilot by Microsoft brings the power of generative AI to professional settings while offering
protection from unauthorised data sharing and unregulated internet access.
The aim of the trial is to help to shape the future use of Artificial Intelligence (AI) by
Government staff. Copilot is built on top of advanced AI tools to provide intelligent assistance
to users to potentially enhance productivity and collaboration.
Copilot is not a mechanism for making independent decisions.
During the trial, emphasis will be placed on protecting Agency data and personal privacy.
Finally, the trial will explore the benefits and any potential impacts of integrating Copilot
within the Agency and the wider APS.
2. Purpose
This policy outlines expectations in the use of AI functionality provided by Copilot within the
trial.
The policy establishes a framework for the ethical, legal, secure, and effective use of
Artificial Intelligence (AI), Generative AI, and Machine Learning (ML) within the Agency. The
policy ensures the safety and security of our staff, critical data, and the National Disability
Insurance Scheme (the Scheme) information.
The policy aims to harness the benefits of generative AI services to enhance business
outcomes and administrative efficiencies for Agency staff.
This policy is written within the context of the Agency ICT Policy Framework.
3. Applicability
This policy applies to all Agency staff, including labour hire workers, participating in the DTA
trial of Copilot and the use of AI-products and related activities within the agency during the
Microsoft Copilot trial period.
3.1.
Policy exclusions
There are
NO exclusions to this policy.
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3.2.
Policy exemptions
Unless specified in this policy, there are
NO exemptions, unless approved by the CIO and
recommended by the Agency AI Working Group.
4. Policy Principles
AI tools offer transformative possibilities for public sector services, particularly in enhancing
the efficiency and effectiveness of administrative and operational functions. To ensure
confidence in the Agency’s processes and alignment with the operational and strategic
goals, users of Copilot must ensure that the following policy principles are met:
•
Accountability: Users must be able to explain, justify and take ownership of any
advice or decisions made when using AI. Users are responsible for the outcomes of
AI generated artefacts. Exercising due diligence when using AI tools is required to
ensure the highest standards of quality and ethical responsibilities are met.
•
Transparency: Decisions made by Agency staff utilising AI within Microsoft
productivity software must be understandable and explainable and provide a clear
auditable trail of how the decision was made. AI must not be used for automated
independent decision making which may impact participants or the strategic direction
of the Agency.
•
Accessibility and Inclusion: Any
AI tool used by the Agency must adhere to and
actively support accessibility standards such as the Web Content Accessibility
Guidelines (WCAG).
•
Privacy: All Agency staff have a responsibility to protect classified, personal, or
otherwise sensitive information held by the Agency. Acceptable use of AI tools
compliments existing use of data and information expectations and must protect the
privacy of Participants, Partners, and other stakeholders. The use of AI must adhere
to the requirements of the
Privacy Act 1998 (Cth). The recommendations in the
privacy assurance advice in respect of Copilot must be implemented.
•
Use of Scheme data: Any recording, use or disclosure of protected Agency
information by the AI tools must comply with the secrecy provisions in the
National
Disability Insurance Scheme Act 2013 (Cth) (
NDIS Act), Unless otherwise expressly
[authorised by the CIO and] authorised under the NDIS Act, AI tools must not access
participant records in PACE, store protected Agency information outside of Australia,
disclose protected Agency information to any third parties, or use any protected
Agency information for any purposes other than provision of services to the NDIA.
•
Compliance: Use of AI tools must comply with existing Agency and ICT specific
policies including but not limited to the Acceptable Use Policy, the Digital
Collaboration policy, and ICT Security Policy. The use of AI tools must also take into
consideration and comply with the APS Code of Conduct and other relevant
legislation.
•
Training: All users of AI tools must have familiarised themselves with Agency
supplied information and training on the responsibilities and ethical use of AI tools
within the Agency.
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•
Governance: The establishment of a dedicated AI Governance function via the
Agency AI Working Group will oversee this trial. The governance body will include
representatives with expertise in accessibility, technology, ethics, and legal
compliance.
•
Human Intervention and Review Processes: Procedural guidelines will ensure that
human oversight and input is integral to any continued use of AI tools after the trial.
This policy, supported by procedural documents and information, reflects our commitment to
ethical AI usage across the Australian Government.
5. Roles and responsibilities
5.1.
Chief Information Officer (CIO)
The CIO is responsible for ensuring that, as far as reasonably possible, effective controls are
in place during the trial period to ensure that Copilot is being used as per the requirements of
this policy. The CIO is responsible for resourcing the Copilot trial.
5.2.
AI Working Group
The AI Working Group are the responsible governance body for the trial. They are
responsible for monitoring the use of AI, ensuring that users have access to training and
resources that provides clear guidance on the use of AI during the trial. The body will review
the outcomes of the Microsoft Copilot trial when it concludes on the 30th of June 2024. The
body is also responsible for informing the DTA and other agencies of any insights that will
assist the government in implementing and guiding the use of AI tools throughout the APS.
The feedback collated from the AI Working Group will be incorporated when developing the
permanent Use of AI Policy, should the Copilot trial be embedded further into the agency.
The AI Working Group is not responsible for individual quality control of artefacts produced
as part of the trial.
5.3.
Project Team
The project team for the trial are responsible for monitoring the use of Copilot and ensuring
that, throughout the trial users are informed of their responsibilities and the need to comply
with this policy. The project team are accountable for undertaking a review of the trial and
providing feedback to DTA. The project team are responsible for working with the
Information Law and Privacy team in Legal Services Group to facilitate the privacy
assurance advice for the Copilot trial.
The project team will be responsible for reporting the outcomes of the trial to the Agency
Senior Leadership Team (SLT) and the Board in the form of a decision paper on the future
use of AI within the Agency in alignment with the approach of the Australian Government.
The project team will engage with DTA during the trial period, to socialise and review the
policy, to ensure consistency with DTA’s expectations of the Copilot trial.
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5.4.
Copilot trial members
The members of the Copilot trial are responsible for ensuring that they understand and
comply with the requirements of this policy and that they provide unbiased and factual
feedback in a timely manner regarding their experience using Copilot.
6. Non-compliance
Any intentional,
repeated, or negligent breach of this policy or any other ICT policy by
Agency personnel may be considered a breach of the APS Code of Conduct which
could give rise to a range of possible sanctions including termination.
Breaches will be managed in line with Agency Human Resource policies.
7. Authority and review
This policy was approved by the CIO on April 2024 and will be reviewed at the completion of
the trial pending recommendations from DTA.
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Appendix A – Glossary of terms and
abbreviations
The Glossary contains definitions for all key terms used in this document and contain
specific meaning in the context of this policy.
Term or Abbreviation
Definition
Artificial Intelligence (AI)
Systems performing tasks requiring human intelligence. For
the Agency, this could include AI-assisted communication
tools for clients with speech or hearing impairments.
Machine Learning (ML)
A subset of AI where systems learn from data and improve
results over a period. In the Agency context, this could
involve using ML to analyse data indicating software use to
inform decisions around the purchase of additional licences.
Generative AI
AI tools that generate new content based on data. For the
Agency, this can include summarising documents, providing
meeting notes from a recorded transcript, or creating a
PowerPoint presentation from a reading.
Copilot for Microsoft 365
A government initiative using AI in public sector operations.
Trial
The Agency may leverage this for automated reporting and
administration tasks, reducing the workload on staff and
enhancing service delivery.
Copilot for Microsoft 365
Copilot is an AI-powered productivity tool that coordinates
large language models (LLMs), available and appropriate
Agency data, and the Microsoft 365 apps such as Word,
Excel, PowerPoint, Outlook, and Teams. This integration
provides real-time quasi-intelligent assistance, enabling
users to enhance their creativity, productivity, and skills.
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Appendix B – References, legislation, and
standards
Legal Frameworks and Acts
The Privacy Act
Disability Discrimination Act 1992
National Disability Insurance Scheme Act 2013
National Disability Insurance Scheme (Protection and Disclosure of Information) Rules 2013
Ethical Guidelines and Standards
Australia’s Artificial Intelligence Ethics Framework
European Unions Ethics guidelines for Trustworthy AI
Australian Government AI Resources
Digital Transformation Agency's AI resources and guidelines
Australia's Tech Future policy document
Engaging with Artificial Intelligence
International AI Guidelines
OECD Principles on AI
IEEE Standards on AI and Autonomous Systems
Best Practice Guidelines for AI in Public Sector
World Economic Forum's Guidelines on AI Governance
United Nations Guidelines on AI and Public Service Delivery
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the primary production tenancy of participating agencies which has been available
for deployment since January 2024.
What were the Minimum requirements for trial participation?
The terms and minimum commitment for trial participation are an Agency commitment of:
• 300 Copilot for Microsoft 365 licences from agencies with 2,000 Microsoft 365
Qualified Users or more; or
• The greater of 15% of users or 10 Copilot for Microsoft 365 licences for agencies
with fewer than 2,000 Microsoft 365 Qualified Users
• Commitment for the term of trial.
The overall benefit from Copilot for Microsoft 365 will be impacted by how heavily invested
agencies are in their usage of Microsoft 365.
Agencies may opt to extend the term of their Copilot for Microsoft 365 licences after the
trial for a further 12 months. The DTA will be contacting agencies with more information
about extending their commitments as part of the annual licence reconciliation process.
Key steps and timeline
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Training and Support
• The DTA and Microsoft will be working with participating agencies to support them,
through onboarding and readiness workshops, and additional training.
• Readiness workshops and training will be at no extra cost to agencies.
• An information pack containing FAQs addressing whole-of-government guardrails,
possible use cases, evaluation approach and other information about the trial will be
provided to trial participants early in the trial process.
Useful information
The following resources have been developed to assist implementing AI in the APS
Interim guidance on government use of public generative AI tools | aga (digital.gov.au)
Australia’s AI Ethics Principles | Australia’s Artificial Intelligence Ethics Framework -
Department of Industry, Science and Resources
How might artificial intelligence affect the trustworthiness of public service delivery -
PM&C (pmc.gov.au)
Product information
Copilot for Microsoft 365
Microsoft Copilot Copyright Commitment Security Information
Data, Privacy, and Security for Copilot for Microsoft 365
Microsoft Purview data security and compliance protections for Microsoft Copilot
Support and Feedback on the trial
The NDIA project team responsible for conducting the trial can be contacted via:
s47E(d) - certain operations of agencies
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