EAC · EAC-2 · record R2064

Internal Generative AI Tools for Staff Productivity

Election Assistance Commission · All EAC divisions where staff elect to use approved tools

Overview

Development stage: PilotSource: b) Pilot – The use case has been deployed in a limited test or pilot capacity.
High-impact designation: Not high-impactSource: c) Not high-impact
Impact justification: Not reported
Start date: 2025-09-01 (day precision)Source: 09/01/2025 00:00:00
Withheld from public reporting: NoSource: a) No

Mission

Topic area: Administrative Functions
Operational functions: Summarization, Software development assistance, Translation and transcription Derived by keyword rules; see methodology

Problem the AI is intended to solve

These tools allow EAC staff to draft, edit, summarize, and rewrite documents; brainstorm ideas; and support plain-language improvements while adhering to the EAC’s AI Use Policy. The EAC uses widely available commercial AI capabilities embedded in productivity and communication tools, such as Microsoft 365 Copilot features for drafting and editing, AI-enabled meeting summarization and captioning, translation features, and document refinement. These tools provide general-purpose assistance to staff and do not make or influence decisions about individuals or rights.

Expected benefits

Improved staff productivity, clearer written communication, faster drafting workflows, and enhanced research and summarization support.

System outputs

Text summaries, rewritten content, draft emails, recommended wording, brainstorming output.

Technology

AI classification: Generative AISource: Generative AI: AI that generates new or synthetic content (e.g., images, videos, audio, text, code).
System name(s): ChatGPT Enterprise; Claude for Government; Gemini for Government; Grok for Government; Perplexity Enterprise; Microsoft Copilot
Custom-developed code: No
Public source code: Not reported

Sourcing

How it was built: Purchased from vendorSource: a) Purchased from a vendor
Vendor (as reported): OpenAI; Anthropic; Google; xAI; Perplexity; Microsoft
Vendors (standardized): MicrosoftOpenAIGoogleAnthropicxAIPerplexity

A vendor is the supplier named by the agency. It does not identify the underlying model or AI technology.

Data and privacy

Involves PII: No
Privacy Impact Assessment: Not reported
Authorization to Operate: Yes
Demographic features: k) None of the above
Training and evaluation data: General-purpose data entered by staff for productivity tasks; no PII or sensitive content is allowed per the EAC's AI Use Policy.
Federal Data Catalog: Not reported

Governance

3 of 8 minimum-practice questions answered. A blank answer means the agency reported nothing; it does not mean the practice is absent.

Pre-deployment testingReported not in placeSource: No

AI impact assessmentNo answer reported

Independent reviewReported not in placeSource: No

Ongoing monitoringNo answer reported

Operator trainingNo answer reported

Fail-safeNo answer reported

Appeal processNo answer reported

User and public consultationReported in placeSource: General solicitations of feedback and comments from EAC staffFlag: free-text answer

Potential impacts and how they were identified

Not reported