NARA · NARA - 0001 · record R3197

Generative AI Solutions for Workplace Productivity (aka Gemini)

National Archives and Records Administration · National Archives & Records Administration (NARA)

Overview

Development stage: DeployedSource: c) Deployed – The use case is being actively authorized or utilized to support the functions or mission of an agency.
High-impact designation: Not high-impactSource: c) Not high-impact
Impact justification: Not reported
Start date: 2025-09-01 (day precision)Source: 2025-09-01T00:00:00
Withheld from public reporting: Yes (disclosure risk)Source: b) Yes – agency has determined that there’s a risk to disclosure, such as a harm to an interest protected by a FOIA exemption

Mission

Topic area: Other
Operational functions: Summarization Derived by keyword rules; see methodology

Problem the AI is intended to solve

The AI is intended to improve employee productivity by providing smarter tools for employees to summarize, draft, and navigate operational records.

Expected benefits

NARA is exploring how Generative AI tools can help employees work more efficiently and creatively. These AI tools can automate tasks, enhance communication and collaboration, and improve decision-making.

System outputs

This AI solution will help with draft emails and documents, create images, analyze data, take meeting notes, and manage workflows.

Technology

AI classification: Generative AISource: Generative AI: AI that generates new or synthetic content (e.g., images, videos, audio, text, code).
System name(s): Google Workspace / Google Gemini
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): Google
Vendors (standardized): Google

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

Data and privacy

Involves PII: Yes
Privacy Impact Assessment: Not reported
Authorization to Operate: Yes
Demographic features: k) None of the above
Training and evaluation data: Agency is strictly using its internal data for the purpose of prototype work. The data is internally available G-suite (Google Drive, Chat, Meeting, Gmail etc.).
Federal Data Catalog: Not reported

Governance

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

Pre-deployment testingNo answer reported

AI impact assessmentNo answer reported

Independent reviewNo answer reported

Ongoing monitoringNo answer reported

Operator trainingNo answer reported

Fail-safeNo answer reported

Appeal processNo answer reported

User and public consultationNo answer reported

Potential impacts and how they were identified

Not reported