How will your information be used?
Children’s Services uses approved Council-procured AI services to support administrative and recording tasks and to help staff work more efficiently. ESCC staff must not use publicly available AI tools for Children’s Services case information.
We currently use:
- Microsoft Copilot
- Beam Notes
These tools may support:
- Recording meetings and discussions.
- Transcribing audio or rough notes.
- Creating draft summaries, notes or formal records to assist with our work including recordkeeping, assessments, planning, reviews or supervision.
- Drafting edits to written material.
- Helping us manage emails and contacts e.g. drafting summaries of emails and contacts received, drafting emails.
- Helping us find and check information in our records.
- Helping us gather information, drafting collations and indices, drafting summaries and citations.
- Helping us move information from source into required documents.
- Drafting summaries and explanations of data.
- Help us research and prepare for our work.
Where AI is used, personal data is handled through a clear and controlled process. For example:
- When used for meetings, the invitation will state how AI will be used. We will not use AI to support meetings without agreement.
- AI products are treated as first drafts. Staff are required to check them in detail, amend them using human expertise and judgement, and to take responsibility for information they share or use.
- Only approved information is transferred into our record systems.
- Temporary files, recordings, transcripts and drafts are deleted when approved information has been stored.
AI is not used to triage, assess or make decisions about children, young people or families. A qualified professional always reviews information produced using AI and remains responsible for what is recorded and for any decisions made.