AI Transparency Statement

Image of computer with a word cloud related to artificial intelligence

Introduction

At AgriFutures Australia we are committed to using Artificial Intelligence (AI) responsibly and transparently. Our approach to AI is guided by our core values of integrity, accountability, and innovation. We believe that AI has the potential to significantly enhance our services, improve efficiency, and drive research , but it must be implemented with careful consideration of ethical implications and societal impact.

Purpose

The purpose of this AI Transparency Statement is to provide clear and accessible information about our use of AI systems. We aim to inform the public about how we utilise AI to improve service delivery, enhance operational efficiency, and support our research initiatives. This statement outlines our commitment to transparency, governance, and compliance in the use of AI technologies.

Overview of Use

We use a variety of AI systems across different areas of our organisation. These systems are classified based on their autonomy and impact, and they serve specific purposes such as:

  • Productivity tools: AI tools are used to improve productivity, including through the use of features that assist with the preparation of meeting minutes, summarise content for review, highlight action items, flag emails and similar functionality.
  • Drafting materials: AI assists in drafting various types of documents and other materials, including emails, reports, internal and external communications, to improve efficiency and accuracy.
  • Wayfinding: AI tools are used to support our staff to easily identify and access relevant materials, including training materials, resources, policies, and other internal guidance.

Monitoring and Governance

We have established robust monitoring and governance frameworks to ensure the responsible use of AI. Our AI systems are regularly evaluated for performance, bias, and compliance with ethical standards. Key measures include:

  • Performance Monitoring: Continuous assessment of AI system accuracy and effectiveness.
  • Bias Checks: Regular audits to identify and mitigate any biases in AI algorithms.
  • Human Oversight: Ensuring that any content generated by AI systems is treated as a draft and reviewed by a human. No decisions are made by AI.

Compliance

We use AI in compliance with relevant laws and regulations, including the Privacy Act 1988 and other data protection legislations. We are committed to maintaining a high standard of data privacy and security, including by regularly reviewing legal requirements and ethical guidelines to ensure we apply best practice.

Risk Mitigation

To minimise potential risks associated with AI, we have developed policies and guidelines to inform staff of appropriate AI usage and to document risk mitigation strategies. These include:

  • AgriFutures Artificial Intelligence and AI Chatbot Usage Policy
  • Generative AI Guidelines
  • ICT Acceptable Use Policy
  • Fairness: Ensuring that AI systems are designed and deployed in a manner that promotes fairness and equity.
  • Security: Implementing robust security measures to protect AI systems from cyber threats and unauthorised access.
  • Transparency: Providing clear and accessible information about how AI systems operate.

AI use cases: AgriFutures currently uses Microsoft 365 Copilot to boost productivity

AgriFutures Australia is using Microsoft 365 Copilot to improve collaboration across teams and boost individual productivity. Copilot’s AI features help automate routine tasks, search for information across our internal systems, summarise information, assist with data analysis, and generate reports, freeing up staff to focus less on manual work and more on high value tasks, as well as helping make more informed decisions.

AI accountable official

Our Senior Manager, Information Systems and Business Improvements is the accountable official responsible for carrying out the policy.

Contact information

For any inquiries or further information about our AI practices, please contact us at

Conclusion

We are dedicated to maintaining transparency and accountability in our use of AI. This statement will be reviewed and updated regularly to reflect any changes in our AI practices and to ensure ongoing compliance with evolving standards and regulations.

Review and Update Cycle
This AI Transparency Statement will be reviewed annually, with ad-hoc updates made as necessary to reflect significant changes in our AI systems or approach. The next scheduled review date is April 2, 2026.

Publication and Accessibility
This statement will be published on our public website and can be easily accessed through the global menu/footer. We encourage stakeholders to review this document and provide feedback to help us improve our AI practices.

Ongoing Maintenance
We are committed to the ongoing maintenance of this AI Transparency Statement, ensuring it remains current and reflective of our AI practices.