APS AI Tracker

DSS

Department of Social Services

View the original ↗

Tracked since 11 Nov 2025 · 3 changes of substance across 5 versions · last changed 10 Sept 2026

What’s changed

How to read this

  1. Tracking begins. The statement already existed, and doesn’t say when it was first published.

  2. substantive Rewrites the statement: DSS moves from exploratory trials to approved AI use cases, discloses new tools, names a Chief AI Officer and a governance committee, and adds a compliance table.

    read by Claude Opus 5.5
    • New tools disclosed: Microsoft 365 Copilot Chat (internal) and Otter AI transcription for selected staff
    • Chief AI Officer appointed; AI Governance Committee chaired by the COO reviews and approves use cases
    • Classifies use under the DTA scheme and rules out decision-making, image processing, compliance/fraud, scientific and law enforcement uses
    • Commits that no use involves direct interaction with the public or significantly affects individuals, and that a human checks every output
    • Compliance table: strategic position due 1 June 2026; use case owners, register, operationalisation and assessment due 1 December 2026
    • Staff training declared compliant, with mandatory AI in Government Fundamentals course
    • Blocks access to public AI tools; every use case to have approved KPIs
    • Adds contact email AI@dss.gov.au; statement date moves from 28 August 2025 to 22 January 2026
    • Removed: annual review commitment ('reviewed and updated annually or when we make a significant change')
    • Removed: description of use as limited to controlled trials and exploration
    • Commitment dropped (will): Will make efforts to protect the public against negative impacts
    • Commitment dropped (will): Will review and update the statement annually or on significant change to AI approach
    • AI use-case register: not mentioned → planned
    • Chief AI Officer: not mentioned → in place
    • Domain added: service delivery
    • Named tool added: GovAI
    • Named tool added: Otter.ai
    • New commitment (human oversight): All AI outputs are checked by a human before being applied or acted on
    • New commitment (will not): Technological controls restrict access to publicly available AI tools from the DSS ICT environment
    • New commitment (will): Every AI use case will have approved KPIs to track outcomes and measure effectiveness
    • New commitment (will): Framework will require all AI use cases to be assessed in accordance with the DTA policy
    • New commitment (will): Will document an AI strategic position by 1 June 2026
    • New commitment (will): Will implement AI governance framework, use case owners and internal use case register by 1 December 2026
    • Public contact added
    • Safeguard added: acceptable use policy
    • Safeguard added: governance body
    • Safeguard added: human review of outputs
    • Safeguard added: privacy or security controls
    • Staff training: available → mandatory
    • Strategic position on AI: not mentioned → planned
    • Commitment kept (will): Will roll out AI training throughout the year to build workforce AI capability
    • Policy version referenced: unspecified → v2
    • Public-facing AI use: not addressed → none
    • Review cadence: annual and on change → not stated
    • Stated last-updated date: 2025-08-28 → 2026-01-22
    Show the words that changed ↓

  3. substantive DSS discloses pilots of full Microsoft 365 Copilot and Copilot agents, marks its AI strategy compliant, adds call transcription, and drops its promised KPIs and blocks on public AI tools.

    read by Claude Opus 5.5
    • New pilots disclosed: licensed Microsoft 365 Copilot and Microsoft Copilot Agents/Copilot Studio, including agents DSS builds itself
    • New uses: speech-to-text transcription of telephone calls, and redacting information
    • Strategic position now compliant: DSS AI Strategy 2026–2028 approved and published to staff
    • Chief AI Officer row added, citing the APS AI Plan: CAIO appointed at SES Band 3
    • Governance now described as mostly in place: each use case needs assessment and approval, and use outside an approved use case is prohibited
    • Removed: commitment that every AI use case will have approved KPIs
    • Removed: technical controls restricting access to publicly available AI tools, and a staff AI policy limiting use
    • Removed: future-state plan to align with Australia's AI Ethics Principles
    • Last-updated date changed from 22 January to 22 July 2026
    • Commitment dropped (will not): Technological controls restrict access to publicly available AI tools from the DSS ICT environment
    • Commitment dropped (will): Every AI use case will have approved KPIs to track outcomes and measure effectiveness
    • Named tool added: Microsoft Copilot Studio
    • New commitment (will not): AI use outside an approved use case is prohibited
    • New commitment (will): Every proposed AI use case must pass risk, legal, privacy and security assessment and approval before use
    • Safeguard added: audit or assurance
    • Strategic position on AI: planned → in place
    • Commitment kept (will): Will document an AI strategic position by 1 June 2026
    • Stated last-updated date: 2026-01-22 → 2026-07-22
    Show the words that changed ↓

  4. substantive DSS now discloses an AI-enabled OCR tool that converts National Redress Scheme applications into text, and says staff will check the output before any decision is made.

    read by Claude Opus 5.5
    • New AI system disclosed: AI-enabled optical character recognition (OCR) that converts scanned and handwritten National Redress Scheme applications into machine-readable text
    • New safeguard: authorised staff check the converted text against the original application before any decision or administrative action, and the original document stays authoritative
    • Says the OCR tool does not make decisions or determine outcomes
    • Wording on drafting policy documents softened to 'assisting with drafting'
    • 'How our staff use AI' and 'AI systems we use' headings removed
    • Update date changed from 22 July 2026 to 9 September 2026
    • New commitment (human oversight): Authorised staff will verify OCR-converted Redress applications against originals before any decision or action
    • Stated last-updated date: 2026-07-22 → 2026-09-09
    Show the words that changed ↓

What the statement says

How to read this

DSS says it uses AI for workplace productivity and analytics across service delivery, policy and corporate work. Its tools are GovAI, Microsoft Copilot, Microsoft 365 Copilot Chat, Otter AI and an AI-enabled OCR tool for National Redress Scheme applications, and it is piloting Microsoft 365 Copilot and Copilot agents. It says it has no public-facing use and a human checks every output. Governance rests with the Chief Information Officer as Accountable Official, a Chief AI Officer and an AI Governance Committee, and every use case needs approval. Its AI Strategy 2026–2028 is approved, and the use-case register and remaining governance measures are due by December 2026. read by Claude Opus 5.5

What it says AI is used for

  • Workplace productivity
  • Analytics for insights
  • Service delivery
  • Corporate and enabling
  • Policy and legal

Named tools: Microsoft Copilot, GovAI, Microsoft 365 Copilot Chat, Otter.ai, Microsoft 365 Copilot, Microsoft Copilot Studio

Public-facing AI: none

Safeguards named: staff training, risk assessment, a governance body, human review of outputs, an acceptable-use policy, privacy or security controls, audit or assurance

The Standard’s eight elements 8 of 8

  • Intentions behind AI use
  • Use classified by DTA usage pattern or domain
  • Public-facing use addressed
  • Monitoring and protection measures
  • Compliance with the policy
  • Compliance with legislation
  • Date last updated
  • Public contact

What the policy requires Policy v2.0

Accountable official
Chief Information Officer
Strategic position on AI
in place
AI use-case register
planned
Staff training
mandatory
Policy version referenced
version 2.0

What the AI Plan asks AI Plan

Chief AI Officer
in place

Dates as of 12 Oct 2026

Review schedule
not stated
Says it was last updated
9 Sept 2026
Last change we saw
10 Sept 2026
Updated since policy v2.0
yes
Annual review
stated date within the last year

Commitments

  • will not AI use outside an approved use case is prohibited
  • human oversight All AI outputs are checked by a human before being applied or acted on
  • human oversight Authorised staff will verify OCR-converted Redress applications against originals before any decision or action
  • will Will ensure AI use is appropriately governed
  • will Will ensure AI risks are identified and managed
  • will Will ensure AI access and usage is monitored
  • will Will implement measures to monitor the effectiveness of deployed AI systems
  • will Will implement AI governance framework, use case owners and internal use case register by 1 December 2026
  • will Framework will require all AI use cases to be assessed in accordance with the DTA policy
  • will Every proposed AI use case must pass risk, legal, privacy and security assessment and approval before use

The statement

How to read this

Artificial Intelligence (AI) Transparency Statement Also appears in 18 other agencies AASB ACIAR AFP AFSA ARPC AUASB BOM DFAT DVA EDUCATION FINANCE HSRA NAA NLA PC PSR SIA TEQSA

We are committed to the safe and responsible use of artificial intelligence (AI).

The Department of Social Services (DSS) is committed to the safe and responsible use of artificial intelligence (AI).

We recognise that AI offers significant opportunities to improve productivity and enhance service delivery for the Australian community.

We govern our use of AI in line with applicable laws and regulations, the Digital Transformation Agency’s (DTA) policy for the responsible use of AI in government (DTA policy), and best practice.

The purpose of adopting AI at DSS is to improve how we work and deliver services. AI can help us streamline processes, increase efficiency, and provide better tools for staff to serve the community.

We are committed to using AI in ways that serve the public interest. This means improving service delivery, being transparent, and upholding ethical standards, while keeping safety and trust at the centre of our AI adoption.

Currently, our approved AI use cases are within the:

  • Service delivery, Policy and legal and Corporate and enabling domains; and
  • Workplace productivity and Analytics for insights usage patterns, of the classification system for AI use.

We currently do not use AI within the Decision making and administrative action or Image processing usage patterns, or the Scientific , Compliance and fraud detection , and Law enforcement, intelligence and security domains.

Our staff use AI systems predominantly for:

  • Summarising documents, reports and meeting notes into key points.
  • Preparing newsletters, presentations and web content; rewrite drafts for clarity.
  • Creating agendas and recording action items.
  • Generating graphs and dashboards from data; summarising insights.
  • Extracting information and preparing summaries and redacting information.
  • Assisting with drafting policy documents and reviewing them for clarity and compliance.
  • Summarising contract documents and identifying compliance risks.
  • Developing training guides and making technical content easy to understand.
  • Summarising risk registers and preparing risk reports with dashboards.
  • Generating transcripts of public hearings and sessions e.g. Senate Estimates.
  • Speech to text transcription of telephone calls
  • Converting scanned (typed and handwritten) applications submitted to the National Redress Scheme into machine-readable text. The technology assists staff by reducing the need for manual data entry. Before any decision is made, or administrative action is taken, an appropriately authorised staff member will verify the converted text against the original application. The original document will remain the authoritative source of information.

The current AI systems that we utilise are as follows:

1. GovAI Multi-Model – We use the GovAI platform as a secure space for staff to test AI models and to support staff learning. This helps build capability uplift and supports safe trials.

2. Microsoft Copilot via GovTEAMS - We use Microsoft Copilot in the secure GovTEAMS environment.

3. Microsoft 365 Copilot Chat (DSS Internal) – We use Microsoft 365 Copilot Chat within the DSS controlled environment.

4. Microsoft 365 Copilot (Pilot) – We have commenced a controlled pilot of the full licensed version of Microsoft 365 Copilot within the DSS controlled environment for approved staff cohorts. The pilot is being implemented using a staged enablement approach, with access granted based on risk, privacy, secrecy and business assessments.

5. Microsoft Copilot Agents and Copilot Studio (Pilot) – We have commenced controlled pilots of Microsoft Copilot Agents within the DSS controlled environment, including Microsoft-provided agents, DSS-developed agents and Copilot Studio developed agents. These capabilities are being evaluated for approved productivity, knowledge management and information analysis use cases and are subject to additional governance and approval requirements.

6. Otter AI – We use Otter AI for a select group of staff, an AI-powered transcription tool designed to convert speech into text.

7. AI-enabled Optical Character Recognition (OCR) Solution – We use an AI-enabled Optical Character Recognition (OCR) solution to support administration of the National Redress Scheme. The technology converts scanned and handwritten documents into machine-readable text to assist staff with processing documentation and extracting relevant information. The OCR solution does not make decisions or determine outcomes. Outputs will be verified by authorised staff and remain subject to the Department’s governance, privacy, record-keeping and security requirements.

Consistent with our risk-based approach, access to certain AI capabilities, including the full licensed version of Microsoft 365 Copilot and Copilot Studio developed agents, may be restricted to approved cohorts or use cases following legal, privacy, secrecy and risk assessments.

DSS AI usage does not include use cases that involve direct interaction with the public or that would significantly affect individuals. All outputs from AI tools used internally are reviewed by a human before being applied or acted on. This ensures technology supports DSS operations without replacing human judgment in areas that affect people’s lives.

Our AI Governance Approach

DSS takes a risk-based approach to the use of AI, focusing on identifying, assessing and managing the risks associated with the adoption and use of AI systems. We have appointed our Chief Information Officer (CIO) as our Accountable Official. We have also appointed a Chief AI Officer (CAIO) to provide strategic leadership and oversight.

We have established a comprehensive AI governance framework that ensures AI is used safely, ethically, transparently and accountably across DSS. Under this framework, AI is governed through a use case-based model supported by dedicated governance committees, risk and assurance processes, mandatory legal, privacy, security and impact assessments, ongoing monitoring, and clear accountability arrangements.

Every proposed AI use case must undergo a structured risk, legal, privacy and security assessment and receive approval through the department’s governance processes before it can be procured, developed, deployed or used. AI systems are not approved in isolation; approval applies only to specific, defined use cases, and use outside an approved use case is prohibited. Only approved AI use cases may be used within DSS, with each approved use case remaining subject to ongoing assurance, oversight and review throughout its lifecycle.

As part of this framework, we have an AI Governance Committee to oversee the adoption and use of AI within DSS. The Committee’s functions include:

  • guiding the department’s AI strategy, principles and policies
  • identifying, assessing and managing AI risks and opportunities
  • reviewing and approving AI use cases
  • monitoring the performance and impact of AI solutions

The Committee is chaired by the Chief Operating Officer and includes senior representatives from legal, data, corporate, communications and ICT.

Additionally, a range of existing DSS policies apply to the use of AI. These include policies on privacy, confidentiality, risk management, procurement, archiving, acceptable use of technology, and cyber security.

This approach ensures that our AI use complies with legal and ethical obligations, protects sensitive information, manages risks effectively, and meets requirements for record-keeping and accountability.

Once implemented, we monitor the effectiveness of AI systems through robust governance arrangements, policies and processes, and by tracking AI usage. We also engage with staff to understand the impacts on workflows and productivity.

Our compliance with the DTA policy

The following table sets out an overview of our compliance with the mandatory requirements of the DTA policy and APS AI Plan:

Mandatory requirement Status Comments Due date
AI transparency statement Compliant N/A N/A
Strategic position on AI adoption Compliant DSS AI Strategy 2026-2028 has been approved and published to all staff 1 June 2026
Accountable officials Compliant We have appointed our Chief Information Officer (CIO) as our Accountable Official. N/A
Accountable use case owners In development DSS has substantially implemented an AI governance structure. This framework guides how we assess, adopt and monitor AI across the department to ensure responsible and effective use. 1 December 2026
Internal AI use case register In development DSS has substantially implemented an AI governance structure. This framework guides how we assess, adopt and monitor AI across the department to ensure responsible and effective use. 1 December 2026
Operationalise the responsible use of AI In development DSS has substantially implemented an AI governance structure. This framework guides how we assess, adopt and monitor AI across the department to ensure responsible and effective use. 1 December 2026
Staff training on AI Compliant DSS requires staff to complete mandatory AI training, including the AI in Government Fundamentals course. We also encourage further learning through programs offered by the Australian Public Service Commission and the Digital Transformation Agency. 1 December 2026
Assessment of AI Use Cases & subsequent treatment In development As outlined above, DSS has substantially implemented a formal AI governance framework requiring all AI use cases to be assessed in accordance with the DTA policy. 1 December 2026
Chief AI Officer Compliant Under the APS AI Plan DSS has appointed a Chief AI Officer (CAIO) at the SES Band 3 level to provide strategic leadership and oversight of AI adoption. 30 June 2026

This statement is authorised by DSS’s accountable official, the Chief Information Officer.

This AI Transparency Statement was updated on 9 September 2026.

  • Visit the Digital Transformation Agency to read the DTA policy.
  • If you have questions or feedback, email AI@dss.gov.au.

https://www.dss.gov.au/doing-business-us/corporate-policies/artificial-intelligence-ai-transparency-statement

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DSS3370 | Permalink: www.dss.gov.au/node/3370

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Every copy the daily scrape saved that differed from the one before, including minor edits. Pick a dot to see the statement as it was then.

  1. substantive +1004

    DSS now discloses an AI-enabled OCR tool that converts National Redress Scheme applications into text, and says staff will check the output before any decision is made.

    read by Claude Opus 5.5
    The words that changed
    # Artificial Intelligence (AI) Transparency Statement We are committed to the safe and responsible use of artificial intelligence (AI). The Department of Social Services (DSS) is committed to the safe and responsible use of artificial intelligence (AI). We recognise that AI offers significant opportunities to improve productivity and enhance service delivery for the Australian community. We govern our use of AI in line with applicable laws and regulations, the Digital Transformation Agency’s (DTA) policy for the responsible use of AI in government (DTA policy), and best practice. ## Purpose of AI adoption The purpose of adopting AI at DSS is to improve how we work and deliver services. AI can help us streamline processes, increase efficiency, and provide better tools for staff to serve the community. We are committed to using AI in ways that serve the public interest. This means improving service delivery, being transparent, and upholding ethical standards, while keeping safety and trust at the centre of our AI adoption. ## Our current AI use cases Currently, our approved AI use cases are within the: - Service _delivery, Policy and legal_ and _Corporate and enabling_ domains; and - _Workplace productivity_ and _Analytics for insights_ usage patterns, of the [classification system for AI use](https://www.digital.gov.au/policy/ai/resources/use-classification). We currently do not use AI within the _Decision making and administrative action_ or _Image processing_ usage patterns, or the _Scientific_ , _Compliance and fraud detection_ , and _Law enforcement, intelligence and security_ domains. ## How our staff use AI Our staff use AI systems predominantly for: - Summarising documents, reports and meeting notes into key points. - Preparing newsletters, presentations and web content; rewrite drafts for clarity. - Creating agendas and recording action items. - Generating graphs and dashboards from data; summarising insights. - Extracting information and preparing summaries and redacting information. - Drafting and reviewAssisting with drafting policy documents and reviewing them for clarity and compliance. - Summarising contract documents and identifying compliance risks. - Developing training guides and making technical content easy to understand. - Summarising risk registers and preparing risk reports with dashboards. - Generating transcripts of public hearings and sessions e.g. Senate Estimates. - Speech to text transcription of telephone calls. ## AI systems we use - Converting scanned (typed and handwritten) applications submitted to the National Redress Scheme into machine-readable text. The technology assists staff by reducing the need for manual data entry. Before any decision is made, or administrative action is taken, an appropriately authorised staff member will verify the converted text against the original application. The original document will remain the authoritative source of information. The current AI systems that we utilise are as follows: **1. GovAI Multi-Model** – We use the GovAI platform as a secure space for staff to test AI models and to support staff learning. This helps build capability uplift and supports safe trials. **2. Microsoft Copilot via GovTEAMS** - We use Microsoft Copilot in the secure GovTEAMS environment. **3. Microsoft 365 Copilot Chat (DSS Internal)** – We use Microsoft 365 Copilot Chat within the DSS controlled environment. **4. Microsoft 365 Copilot (Pilot)** – We have commenced a controlled pilot of the full licensed version of Microsoft 365 Copilot within the DSS controlled environment for approved staff cohorts. The pilot is being implemented using a staged enablement approach, with access granted based on risk, privacy, secrecy and business assessments. **5. Microsoft Copilot Agents and Copilot Studio (Pilot)** – We have commenced controlled pilots of Microsoft Copilot Agents within the DSS controlled environment, including Microsoft-provided agents, DSS-developed agents and Copilot Studio developed agents. These capabilities are being evaluated for approved productivity, knowledge management and information analysis use cases and are subject to additional governance and approval requirements. **6. Otter AI** – We use Otter AI for a select group of staff, an AI-powered transcription tool designed to convert speech into text. **7**. **AI-enabled Optical Character Recognition (OCR) Solution** – We use an AI-enabled Optical Character Recognition (OCR) solution to support administration of the National Redress Scheme. The technology converts scanned and handwritten documents into machine-readable text to assist staff with processing documentation and extracting relevant information. The OCR solution does not make decisions or determine outcomes. Outputs will be verified by authorised staff and remain subject to the Department’s governance, privacy, record-keeping and security requirements. Consistent with our risk-based approach, access to certain AI capabilities, including the full licensed version of Microsoft 365 Copilot and Copilot Studio developed agents, may be restricted to approved cohorts or use cases following legal, privacy, secrecy and risk assessments. DSS AI usage does not include use cases that involve direct interaction with the public or that would significantly affect individuals. All outputs from AI tools used internally are reviewed by a human before being applied or acted on. This ensures technology supports DSS operations without replacing human judgment in areas that affect people’s lives. ## Our AI Governance Approach DSS takes a risk-based approach to the use of AI, focusing on identifying, assessing and managing the risks associated with the adoption and use of AI systems. We have appointed our Chief Information Officer (CIO) as our Accountable Official. We have also appointed a Chief AI Officer (CAIO) to provide strategic leadership and oversight. We have established a comprehensive AI governance framework that ensures AI is used safely, ethically, transparently and accountably across DSS. Under this framework, AI is governed through a use case-based model supported by dedicated governance committees, risk and assurance processes, mandatory legal, privacy, security and impact assessments, ongoing monitoring, and clear accountability arrangements. Every proposed AI use case must undergo a structured risk, legal, privacy and security assessment and receive approval through the department’s governance processes before it can be procured, developed, deployed or used. AI systems are not approved in isolation; approval applies only to specific, defined use cases, and use outside an approved use case is prohibited. Only approved AI use cases may be used within DSS, with each approved use case remaining subject to ongoing assurance, oversight and review throughout its lifecycle. As part of this framework, we have an AI Governance Committee to oversee the adoption and use of AI within DSS. The Committee’s functions include: - guiding the department’s AI strategy, principles and policies - identifying, assessing and managing AI risks and opportunities - reviewing and approving AI use cases - monitoring the performance and impact of AI solutions. The Committee is chaired by the Chief Operating Officer and includes senior representatives from legal, data, corporate, communications and ICT. Additionally, a range of existing DSS policies apply to the use of AI. These include policies on privacy, confidentiality, risk management, procurement, archiving, acceptable use of technology, and cyber security. This approach ensures that our AI use complies with legal and ethical obligations, protects sensitive information, manages risks effectively, and meets requirements for record-keeping and accountability. Once implemented, we monitor the effectiveness of AI systems through robust governance arrangements, policies and processes, and by tracking AI usage. We also engage with staff to understand the impacts on workflows and productivity. ## Our compliance with the DTA policy The following table sets out an overview of our compliance with the mandatory requirements of the DTA policy and APS AI Plan: | **Mandatory requirement** | **Status** | **Comments** | **Due date** | | ----------------------------------------------------- | -------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | --------------- | | **AI transparency statement** | Compliant | N/A | N/A | | **Strategic position on AI adoption** | Compliant | DSS AI Strategy 2026-2028 has been approved and published to all staff | 1 June 2026 | | **Accountable officials** | Compliant | We have appointed our Chief Information Officer (CIO) as our Accountable Official. | N/A | | **Accountable use case owners** | In development | DSS has substantially implemented an AI governance structure. This framework guides how we assess, adopt and monitor AI across the department to ensure responsible and effective use. | 1 December 2026 | | **Internal AI use case register** | In development | DSS has substantially implemented an AI governance structure. This framework guides how we assess, adopt and monitor AI across the department to ensure responsible and effective use. | 1 December 2026 | | **Operationalise the responsible use of AI** | In development | DSS has substantially implemented an AI governance structure. This framework guides how we assess, adopt and monitor AI across the department to ensure responsible and effective use. | 1 December 2026 | | **Staff training on AI** | Compliant | DSS requires staff to complete mandatory AI training, including the _AI in Government Fundamentals_ course. We also encourage further learning through programs offered by the Australian Public Service Commission and the Digital Transformation Agency. | 1 December 2026 | | **Assessment of AI Use Cases & subsequent treatment** | In development | As outlined above, DSS has substantially implemented a formal AI governance framework requiring all AI use cases to be assessed in accordance with the DTA policy. | 1 December 2026 | | **Chief AI Officer** | Compliant | Under the APS AI Plan DSS has appointed a Chief AI Officer (CAIO) at the SES Band 3 level to provide strategic leadership and oversight of AI adoption. | 30 June 2026 | This statement is authorised by DSS’s accountable official, the Chief Information Officer. This AI Transparency Statement was updated on 22 July9 September 2026. ## More information - Visit the Digital Transformation Agency to read the [DTA policy](https://www.digital.gov.au/ai/ai-in-government-policy). - If you have questions or feedback, email [AI@dss.gov.au](mailto:AI@dss.gov.au). - Print Share this page: https://www.dss.gov.au/doing-business-us/corporate-policies/artificial-intelligence-ai-transparency-statement Copy shareable link Close - \[ Email \](mailto:?subject=Artificial Intelligence (AI) Transparency Statement&body=https://www.dss.gov.au/doing-business-us/corporate-policies/artificial-intelligence-ai-transparency-statement) ## Was this page helpful? Yes No Your feedback has been successfully submitted. Thank you for providing feedback. Help us improve by [telling us what you think](https://www.dss.gov.au/contact-us/enquiries-and-feedback). DSS3370 | Permalink: www.dss.gov.au/node/3370
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  2. substantive +1760

    DSS discloses pilots of full Microsoft 365 Copilot and Copilot agents, marks its AI strategy compliant, adds call transcription, and drops its promised KPIs and blocks on public AI tools.

    read by Claude Opus 5.5
    The words that changed
    # Artificial Intelligence (AI) Transparency Statement We are committed to the safe and responsible use of artificial intelligence (AI). The Department of Social Services (DSS) is committed to the safe and responsible use of artificial intelligence (AI). We recognise that AI offers significant opportunities to improve productivity and enhance service delivery for the Australian community. The Department of Social Services (DSS)We governs our use of AI in line with all relevantpplicable laws and regulations, the Digital Transformation Agency’s [(DTA) policy for the responsible use of AI in government](https://www.digital.gov.au/ai/ai-in-government-policy) (DTA policy), and best practice. ## Purpose of AI adoption We use AIThe purpose of adopting AI at DSS is to improve how we work and deliver services. ItAI can helps us streamline processes and, increase efficiency. It, and provides staff with better tools for staff to serve the community. We are committed to using AI in ways that serve the public interest. This means improving services delivery, being transparent, and upholding ethical standards. W, while keeping safety and trust at the centre of our AI adoption. ## Our current AI use cases Currently, our approved AI use cases are within the: - Service _delivery, Policy and legal_ and _Corporate and enabling_ domains; and - _Workplace productivity_ and _Analytics for insights_ usage patterns, of the [classification system for AI use](https://www.digital.gov.au/policy/ai/resources/use-classification). We currently do not use AI within the _Decision making and administrative action_ or _Image processing_ usage patterns, or the _Scientific_ , _Compliance and fraud detection_ , and _Law enforcement, intelligence and security_ domains. ## How our staff use AI Staff mainlyOur staff use AI systems predominantly for: - sSummarising documents, reports and meeting notes into key points - pPreparing newsletters, presentations and web content; rewrite drafts for clarity - cCreating agendas and recording action items - gGenerating graphs and dashboards from data; summarising insights - eExtracting information and preparing summaries and redacting information - dDrafting and reviewing policy documents for clarity and compliance - sSummarising contract documents and identifying compliance risks - dDeveloping training guides and making technical content easy to understand - sSummarising risk registers and preparing risk reports with dashboards - gGenerating transcripts of public hearings and session, for examples e.g Senate Estimates. ## AI systems we use - Speech to text transcription of telephone calls. ## AI systems we use The current AI systems that we utilise are as follows: **1. GovAI Multi-Model** – wWe use the GovAI platform as a secure space for staff to test AI models and to support staff learning. This helps build capability uplift and supports safe trials. **2. Microsoft Copilot via GovTEAMS** – w- We use Microsoft Copilot in the secure GovTEAMS environment. **3. Microsoft 365 Copilot Chat (DSS Internal)** – we use Microsoft 365 Copilot Chat within the DSS controlled environmentWe use Microsoft 365 Copilot Chat within the DSS controlled environment. **4. Microsoft 365 Copilot (Pilot)** – We have commenced a controlled pilot of the full licensed version of Microsoft 365 Copilot within the DSS controlled environment for approved staff cohorts. The pilot is being implemented using a staged enablement approach, with access granted based on risk, privacy, secrecy and business assessments. **5. Microsoft Copilot Agents and Copilot Studio (Pilot)** – We have commenced controlled pilots of Microsoft Copilot Agents within the DSS controlled environment, including Microsoft-provided agents, DSS-developed agents and Copilot Studio developed agents. These capabilities are being evaluated for approved productivity, knowledge management and information analysis use cases and are subject to additional governance and approval requirements. **46. Otter AI** – We use Otter AI for a select group of staff, an AI-powered transcription tool designed to convert speech into text. - Consistent with our risk-based approach, access to certain AI capabilities, including the full licensed version of Microsoft 365 Copilot and Copilot Studio developed agents, may be restricted to approved cohorts or use cases following legal, privacy, secrecy and risk assessments. DSS AI usage does not include use cases that involve direct interaction with the public - activities or that would significantly affect individuals. All AI outputs are checkfrom AI tools used internally are reviewed by a human before they arebeing applied or acted on. This ensures technology supports ourDSS operations but does nowithout replaceing human judgment in areas that affect people’s lives. ## Our AI gGovernance aApproach ### Current state WeDSS takes a risk-based approach using AI. Before we approve a new AI use case, we assess legal, privacy and operational risks to ensure compliance with all relevant laws and DSS policies. Our governance arrangements include: - an **accountable official** – our Chief Information Officer (CIO) -to the use of AI, focusing on identifying, assessing and managing the risks associated with the adoption and use of AI systems. We have appointed our Chief Information Officer (CIO) as our Accountable Official. We have also appointed a **Chief AI Officer** (CAIO) to provide strategic leadership and oversight - an**. We have established a comprehensive AI Ggovernance Committee** chaired by the Chief Operating Officer (COO), and including senior staff from the department’s legal, data, corporate, communications and ICT areas. framework that ensures AI is used safely, ethically, transparently and accountably across DSS. Under this framework, AI is governed through a use case-based model supported by dedicated governance committees, risk and assurance processes, mandatory legal, privacy, security and impact assessments, ongoing monitoring, and clear accountability arrangements. Every proposed AI use case must undergo a structured risk, legal, privacy and security assessment and receive approval through the department’s governance processes before it can be procured, developed, deployed or used. AI systems are not approved in isolation; approval applies only to specific, defined use cases, and use outside an approved use case is prohibited. Only approved AI use cases may be used within DSS, with each approved use case remaining subject to ongoing assurance, oversight and review throughout its lifecycle. As part of this framework, we have an AI Governance Committee to oversee the adoption and use of AI within DSS. The cCommittee’s rolefunctions includes: - guiding ourthe department’s AI strategy, principles and policies - identifying, assessing and managing AI risks and opportunities - reviewing and approving AI use cases - monitoring the performance and impacts. Our existing of AI psolicy sets clear expectations for staff. It limits how they can use AI in their work. We use technological controls that restrict access to publicly available AI tools from our ICT environment. This helps ensure AI use is secure, compliant and responsible. Eutions. The Committee is chaired by the Chief Operating Officer and includes senior representatives from legal, data, corporate, communications and ICT. Additionally, a range of existing DSS policies also apply to AIthe use of AI. These include policies on: - privacy -, confidentiality -, risk management -, procurement -, archiving -, acceptable use of technology -, and cyber security. This approach ensures that our AI use complies with legal and ethical obligations, protects sensitive information, manages risks effectively, and meets requirements for record-keeping and accountability. WOnce implemented, we monitor the effectiveness of AI systems through robust governance arrangements, policies, and processes, and by tracking AI usage. We also engage with staff to understand how AI affects workflows and productivity. ### Future state We are strengthening our governance and oversight to support future AI use and make sure we comply with the DTA policy, other departmental policies, and laws. We are building an AI governance structure into a mature, scalable framework. This framework will align with Australia’s AI Ethics Principles and whole-of-government standards. It will set out clear principles, roles and processes for responsible AI development, procurement, deployment and oversight. To ensure accountability, every AI use case will have approved key performance indicators (KPIs) to track outcomes, measure effectiveness and confirm that AI solutions deliver value and meet DSS goalsthe impacts on workflows and productivity. ## Our compliance with the DTA policy The following table sets out an overview of our compliance with the mandatory requirements of the DTA policy and APS AI Plan: | **Mandatory requirement** | **Status** | **Comments** | **Due date** | | ------------------------------------------------------- | -------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | --------------- | | **AI transparency statement** | Compliant | N/A | N/A | | **Strategic position on AI adoption** | In development | We are documenting our| Compliant | DSS AI sStrategic position to guide responsible adoption and use.y 2026-2028 has been approved and published to all staff | 1 June 2026 | | **Accountable officials** | Compliant | We have appointed our Chief Information Officer (CIO) as our Accountable Official. | N/A | | **Accountable use case owners** | In development | We approved an AI governance structure and are developing and implementing this framework. The structure willDSS has substantially implemented an AI governance structure. This framework guides how we assess, adopt and monitor AI across the department to ensure responsible and effective use. | 1 December 2026 | | **Internal AI use case register** | In development | We approved an AI governance structure and are developing and implementing this framework. The structure willDSS has substantially implemented an AI governance structure. This framework guides how we assess, adopt and monitor AI across the department to ensure responsible and effective use. | 1 December 2026 | | **Operationalise the responsible use of AI** | In development | We approved an AI governance structure and are developing and implementing this framework. The structure willDSS has substantially implemented an AI governance structure. This framework guides how we assess, adopt and monitor AI across the department to ensure responsible and effective use. | 1 December 2026 | | **Staff training on AI** | Compliant | WeDSS requires staff to complete mandatory AI training, including the _AI in Government Fundamentals_ course. We also encourage further learning through programs offered by the Australian Public Service Commission and the Digital Transformation Agency. | 1 December 2026 | | **Assessment of AI uUse cCases and& subsequent treatment** | In development | We are developing andAs outlined above, DSS has substantially implementinged a formal AI governance framework. This framework will requireing all AI use cases to be assessed in accordance with the DTA policy. | 1 December 2026 | | **Chief AI Officer** | Compliant | Under the APS AI Plan DSS has appointed a Chief AI Officer (CAIO) at the SES Band 3 level to provide strategic leadership and oversight of AI adoption. | 30 June 2026 | This statement is authorised by DSS’s accountable official, the Chief Information Officer. This AI Transparency Statement was updated on 22 Januaruly 2026. ## More information - Visit the Digital Transformation Agency to read the [DTA policy](https://www.digital.gov.au/ai/ai-in-government-policy). - If you have questions or feedback, email [AI@dss.gov.au](mailto:AI@dss.gov.au). - Print Share this page: https://www.dss.gov.au/doing-business-us/corporate-policies/artificial-intelligence-ai-transparency-statement Copy shareable link Close - \[ Email \](mailto:?subject=Artificial Intelligence (AI) Transparency Statement&body=https://www.dss.gov.au/doing-business-us/corporate-policies/artificial-intelligence-ai-transparency-statement) ## Was this page helpful? Yes No Your feedback has been successfully submitted. Thank you for providing feedback. Help us improve by [telling us what you think](https://www.dss.gov.au/contact-us/enquiries-and-feedback). DSS3370 | Permalink: www.dss.gov.au/node/3370
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  3. substantive +6338

    Rewrites the statement: DSS moves from exploratory trials to approved AI use cases, discloses new tools, names a Chief AI Officer and a governance committee, and adds a compliance table.

    read by Claude Opus 5.5
    The words that changed
    # Artificial iIntelligence (AI) tTransparency sStatement We adopt a whole of Australian Governmere committed to the safe and responsible use of artificial intelligence (AI). AI offers significant aopproach to use AI safely and responsibly while embracing the opportunities AI provides. We followortunities to improve productivity and service delivery for the Australian community. The Department of Social Services (DSS) governs our use of AI in line with all relevant laws and regulations, the Digital Transformation Agency'’s [Ppolicy for the responsible use of AI in government(Opens external website)](https://www.digital.gov.au/policy/ai/ai/ai-in-government-policy) (DTA Ppolicy). Transparency is key to earning public trust and i, and best practice. ## Purpose of AI adoption We use AI to improve how we work and deliver services. It helps us streamline processes and important aim of the DTA Policy and broader APS Reformsncrease efficiency. It provides staff with better tools to serve the community. We are cognise the benefits arising from safe and responsible use of AI systems. We are developing suitable governance and oversight to support future AI use and ensure alignmentmmitted to using AI in ways that serve the public interest. This means improving services, being transparent, and upholding ethical standards. We keep safety and trust at the centre of our AI adoption. ## Our current AI use cases Currently, our approved AI use cases are within the DTA Policy and other relevant policies and legisl: - Service _delivery, Policy and legal_ and _Corporate and enabling_ domains; and - _Workplace productivity_ and _Analytics for insights_ usage patterns, of the [classification system for AI use](https://www.digital.gov.au/policy/ai/resources/use-classification). We are currently exploring AI capabilities through twodo not use AI within the _Decision makin initiatives: our participation in the GovAI program and the use of Microsoft Copilot via GovTEAMS. ## GovAI Program This initiative gives us a chance to get hands-on experience with various AI tools in a secure, controlled setting. Our focus is on exploring how AI might boost productivity in our corporate and enabling functions, as well as enhance our policy development and data analytic capabilities. #### [ More information (Opens external website)](https://www.govai.gov.au/) Visit GovAI ## Microsoft Copilot via GovTEAMS In addition to GovAI, we have authorised limitedg and administrative action_ or _Image processing_ usage patterns, or the _Scientific_ , _Compliance and fraud detection_ , and _Law enforcement, intelligence and security_ domains. ## How our staff use AI Staff mainly use AI systems for: - summarising documents, reports and meeting notes into key points - preparing newsletters, presentations and web content; rewrite drafts for clarity - creating agendas and recording action items - generating graphs and dashboards from data; summarising insights - extracting information and preparing summaries - drafting and reviewing policy documents for clarity and compliance - summarising contract documents and identifying compliance risks - developing training guides and making technical content easy to understand - summarising risk registers and preparing risk reports with dashboards - generating transcripts of public hearings and session, for example Senate Estimates. ## AI systems we use **1. GovAI Multi-Model** – we use the GovAI platform as a secure space for staff to test AI models and to support staff learning. This helps build capability uplift and supports safe trials. **2. Microsoft Copilot via GovTEAMS** – we use Microsoft Copilot in the secure GovTEAMS environment. **3. Microsoft 365 Copilot Chat (DSS Internal)** – we use of Microsoft 365 Copilot through the GovTEAMS platform. This tool provides AI-assisted capabilitiesChat within the DSS controlled environment. **4. Otter AI** – We use Otter AI for a select group of staff, an AI-powered transcription tool designed to convert speech into text. - DSS AI usage does not include use cases that involve direct interaction within the whole of government secure collaborative environment, furtherpublic - activities that would significantly affect individuals. All AI outputs are checked by a human before they are applied or acted on. This ensures technology supportings our day-to-day operations and decision-making processes. These initiatives are being undertaken with appropriate governanceoperations but does not replace human judgment in areas that affect people’s lives. ## Our AI governance approach ### Current state We take a risk-based approach using AI. Before we approve a new AI use case, we assess legal, privacy and ovpersight arrangements in place. Staff training on AI is a central consideration of these governance and oversight protocols. Training will be rolled out throughout the year to suppational risks to ensure compliance with all relevant laws and DSS policies. Our governance arrangements include: - an **accountable official** – our Chief Information Officer (CIO) - a **Chief AI Officer** (CAIO) to provide strategic leadership and oversight - an**AI Governance Committee** chaired by the Chief Operating Officer (COO), and including seniort staff participating in the AI initifrom the department’s legal, data, corporate, communicativeons and to build AI capability across our workforce. This includes leveraging resources and learning opportunities provided through the GovAI program. We have appointed our Chief Information Officer (CIO) as our Accountable Official. This is consistent with the DTA Policy. The CIO is responsible for implementation of the DTA Policy and for leading on matters of AI within our department. We keep up to date with changes in the AI policy and governance environment and engage with whole-of-government capacity building initiatives, such as GovAI, to encourage APS-wide capability uplift over time. While our use of AI is ICT areas. The committee’s role includes: - guiding our AI strategy, principles and policies - identifying, assessing and managing AI risks and opportunities - reviewing and approving AI use cases - monitoring performance and impacts. Our existing AI policy sets clear expectations for staff. It limits how they can use AI in their work. We use technological controls that restrict access to publicly available AI tools from our ICT environment. This helps ensure AI use is secure, compliant and responsible. Existing DSS policies also apply to AI use. These include policies on: - privacy - confidentiality - risk management - procurement - archiving - acceptable use of technology - cyber security. This approach ensures that our AI use complies with legal and ethical obligations, protects sensitive information, manages risks effectively, and meets requirements for record-keeping and accountability. We monitor the effectiveness of AI systems through robust governance arrangements, policies, processes and by tracking AI usage. We also engage with staff to understand how AI affects workflows and productivity. ### Future state We are strengthening our governance and oversight to support future AI use and make sure we comply with the DTA policy, other departmental policies, and laws. We are building an AI governance structure into a mature, scalable framework. This framework will align with Australia’s AI Ethics Principles and whole-of-government standards. It will set out clear principles, roles and processes for responsible AI development, procurremently limited to , deployment and oversight. To ensure accountrolled trials and exploration, we are committed to ensuring compliance with applicable legislation and regulations, and that any future useability, every AI use case will have approved key performance indicators (KPIs) to track outcomes, measure effectiveness and confirm that AI solutions deliver value and meet DSS goals. ## Our compliance with the DTA policy The following table sets out an overview of our compliance with the mandatory requirements of the DTA policy: | **Mandatory requirement** | **Status** | **Comments** | **Due date** | | ------------------------------------------------------- | -------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | --------------- | | **AI transparency statement** | Compliant | N/A | N/A | | **Strategic position ofn AI is undertaken safely and responsibly. We will ensure: - AI use is appropriately governed - our engagement with AI is confident, safe and responsible - risks are identified and managed -adoption** | In development | We are documenting our AI strategic position to guide responsible adoption and use. | 1 June 2026 | | **Accountable officials** | Compliant | We have appointed our Chief Information Officer (CIO) as our Accountable Official. | N/A | | **Accountable use case owners** | In development | We approved an AI governance structure and are developing and implementing this framework. The structure will guide how we assess, adopt and monitor AI across the department to ensure responsible and effective use. | 1 December 2026 | | **Internal AI use case register** | In development | We approved an AI governance structure and are developing and implementing this framework. The structure will guide how we assess, adopt and monitor AI acceross and usage is monitored - measures are implemented to monitor the effectiveness of deployed AI systems - efforts are made to protect the public against negative impacts. Our AI Transparency Stthe department to ensure responsible and effective use. | 1 December 2026 | | **Operationalise the responsible use of AI** | In development | We approved an AI governance structure and are developing and implementing this framework. The structure will guide how we assess, adopt and monitor AI across the department to ensure responsible and effective use. | 1 December 2026 | | **Staff training on AI** | Compliant | We require staff to complete mandatory AI training, including the _AI in Government Fundamentals_ course. We also encourage further learning through programs offered by the Australian Public Service Commission and the Digital Transformation Agency. | 1 December 2026 | | **Assessment of AI use cases and subsequent treatement will b** | In development | We areviewed and updated annually or when we make a significant change to our approach to AI. This AI Transparency Statement was updated on 28 August 2025 developing and implementing a formal AI governance framework. This framework will require all AI use cases to be assessed in accordance with the DTA policy. | 1 December 2026 | This statement is authorised by DSS’s accountable official, the Chief Information Officer. This AI Transparency Statement was updated on 22 January 2026. ## More information - Visit the Digital Transformation Agency to read the [DTA policy](https://www.digital.gov.au/ai/ai-in-government-policy). - If you have questions or feedback, email [AI@dss.gov.au](mailto:AI@dss.gov.au). - Print Share this page: https://www.dss.gov.au/doing-business-us/corporate-policies/artificial-intelligence-ai-transparency-statement Copy shareable link Close - \[ Email \](mailto:?subject=Artificial iIntelligence (AI) tTransparency sStatement&body=https://www.dss.gov.au/doing-business-us/corporate-policies/artificial-intelligence-ai-transparency-statement) ## Was this page helpful? Yes No Your feedback has been successfully submitted. Thank you for providing feedback. Help us improve by [telling us what you think](https://www.dss.gov.au/contact-us/enquiries-and-feedback). DSS3370 | Permalink: www.dss.gov.au/node/3370
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  4. noise -1013
    The words that changed
    # Artificial intelligence (AI) transparency statement We adopt a whole of Australian Government approach to use AI safely and responsibly while embracing the opportunities AI provides. We follow the Digital Transformation Agency's [Policy for the responsible use of AI in government(Opens external website)](https://www.digital.gov.au/policy/ai/policy) (DTA Policy). Transparency is key to earning public trust and is an important aim of the DTA Policy and broader APS Reforms. We recognise the benefits arising from safe and responsible use of AI systems. We are developing suitable governance and oversight to support future AI use and ensure alignment with the DTA Policy and other relevant policies and legislation. We are currently exploring AI capabilities through two main initiatives: our participation in the GovAI program and the use of Microsoft Copilot via GovTEAMS. ## GovAI Program This initiative gives us a chance to get hands-on experience with various AI tools in a secure, controlled setting. Our focus is on exploring how AI might boost productivity in our corporate and enabling functions, as well as enhance our policy development and data analytic capabilities. #### [ More information (Opens external website)](https://www.govai.gov.au/) Visit GovAI ## Microsoft Copilot via GovTEAMS In addition to GovAI, we have authorised limited use of Microsoft Copilot through the GovTEAMS platform. This tool provides AI-assisted capabilities within the whole of government secure collaborative environment, further supporting our day-to-day operations and decision-making processes. These initiatives are being undertaken with appropriate governance and oversight arrangements in place. Staff training on AI is a central consideration of these governance and oversight protocols. Training will be rolled out throughout the year to support staff participating in the AI initiatives and to build AI capability across our workforce. This includes leveraging resources and learning opportunities provided through the GovAI program. We have appointed our Chief Information Officer (CIO) as our Accountable Official. This is consistent with the DTA Policy. The CIO is responsible for implementation of the DTA Policy and for leading on matters of AI within our department. We keep up to date with changes in the AI policy and governance environment and engage with whole-of-government capacity building initiatives, such as GovAI, to encourage APS-wide capability uplift over time. While our use of AI is currently limited to controlled trials and exploration, we are committed to ensuring compliance with applicable legislation and regulations, and that any future use of AI is undertaken safely and responsibly. We will ensure: - AI use is appropriately governed - our engagement with AI is confident, safe and responsible - risks are identified and managed - AI access and usage is monitored - measures are implemented to monitor the effectiveness of deployed AI systems - efforts are made to protect the public against negative impacts. Our AI Transparency Statement will be reviewed and updated annually or when we make a significant change to our approach to AI. This AI Transparency Statement was updated on 28 August 2025. - Print Share this page: https://www.dss.gov.au/doing-business-us/corporate-policies/artificial-intelligence-ai-transparency-statement Copy shareable link Close - \[ Email \](mailto:?subject=Artificial intelligence (AI) transparency statement&body=https://www.dss.gov.au/doing-business-us/corporate-policies/artificial-intelligence-ai-transparency-statement) ## Was this page helpful? Yes No Your feedback has been successfully submitted. Thank you for providing feedback. Help us improve by [telling us what you think](https://www.dss.gov.au/contact-us/enquiries-and-feedback). ## [ Doing business with us ](https://www.dss.gov.au/doing-business-us) - [ Corporate policies ](https://www.dss.gov.au/doing-business-us/corporate-policies) - [ Data integration ](https://www.dss.gov.au/doing-business-us/corporate-policies/data-integration) - [ Emissions Reduction Plan ](https://www.dss.gov.au/doing-business-us/corporate-policies/emissions-reduction-plan) - [ Metadata for research datasets ](https://www.dss.gov.au/doing-business-us/corporate-policies/metadata-research-datasets) - [ Vulnerability disclosure ](https://www.dss.gov.au/doing-business-us/corporate-policies/vulnerability-disclosure-policy) - [ AI transparency statement ](https://www.dss.gov.au/doing-business-us/corporate-policies/artificial-intelligence-ai-transparency-statement) - [ Protection from scams ](https://www.dss.gov.au/doing-business-us/protection-scams) - [ Purchasing ](https://www.dss.gov.au/doing-business-us/purchasing) - [ Sponsorship ](https://www.dss.gov.au/doing-business-us/sponsorship) DSS3370 | Permalink: www.dss.gov.au/node/3370
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  5. first tracked +4903

    First tracked version.

    b7e2a3d