This section was introduced to support the evolving needs of information management (IM) staff, helping them integrate artificial intelligence (AI) responsibly and effectively into daily workflows. AI can increase efficiency and improve outputs, but it must always be used in line with approved policies and ethical guidelines.
What is Generative AI?
Generative AI refers to systems that create new content, such as text, images, code, or audio, based on patterns learned from large datasets.
How it works: AI models are trained on extensive data sources, including websites, books, and reports, enabling them to predict and generate coherent outputs in response to user prompts.
Examples include Microsoft Copilot (the only UN-approved chat tool currently), OpenAI’s ChatGPT, Anthropic’s Claude, Google’s Gemini, and DALL·E for image generation.
UN Guidelines for AI Use:
- Approved tools only: Only endorsed tools, such as Microsoft Copilot, may be used for official tasks. All use must comply with IT security, data protection, and ethical guidelines.
- Public tools caution: Non-endorsed tools, such as ChatGPT or Canva AI, must not be used for official work. Do not use your official account to register on public AI platforms, and never input sensitive or personally identifiable information.
- Data security first: Avoid exposing internal operations, sensitive data, or partner information at all times.
Applications in Cluster IM
- Recommended uses (DO)
- Summarizing or editing documents (e.g., SOPs, guidance notes, situation reports)
- Checking grammar and spelling
- Drafting repetitive content (e.g., dashboard narratives, email templates, data update notes)
- Reviewing and debugging code or formulas
- Cleaning and harmonizing datasets (e.g., partner lists)
- Writing scripts and calculations
- Prohibited uses (DON’T)
- Uploading any beneficiary data, personal information, internal agency analyses, photos, or partner contact information.
- Using AI to make operational or coordination decisions, create maps, produce data visualizations, or conduct outcome analyses.
- Automatically generating minutes of meetings using non-UN tools approved tool like Read.ai
- Creating PowerPoint presentations
Always verify AI-generated content before sharing internally or externally. AI is not a substitute for human judgment !
Using AI to Review Emails
A common and practical application is reviewing or refining outgoing emails.
AI can help:
- Improve clarity, tone, and flow
- Reduce length or make content more concise
- Check grammar and consistency
When using AI to review an email:
- Remove all sensitive information before sharing
- Clearly state the audience and purpose (for example, a formal donor update or a routine partner reminder)
- Carefully review AI suggestions before sending
Prompt Engineering for IM
Effective use of AI relies on well-crafted prompts. Use the A U T O M A T approach:
- A — Act as: Define the role (e.g., “Act as an FSC IM Officer”)
- U — User / Audience: Specify the audience (e.g., “Partners attending a coordination meeting”)
- T — Target Action: State the task (e.g., “Draft a short update email summarizing new data collection timeline”)
- O— Output Definition: Define structure and length (e.g., “Maximum 120 words, bullet points if possible”)
- M — Mode: Set style and tone (e.g., “Friendly but professional”)
- A — Atypical Cases: Explain how to handle edge cases (e.g., “Flag missing data instead of guessing”)
- T — Topic Whitelisting: Limit content scope (e.g., “Focus only on food security activities”)
Example Prompts:
- Reminder email for 5Ws submission: Act as an FSC Information Management Officer. Draft a concise and professional reminder email (maximum 150 words) to partners requesting 5Ws submission by 15 May 2025. Emphasize the importance of timely reporting for operational planning, offer assistance if needed, and mention that partners who have already submitted can disregard.
- Cleaning and harmonizing partner names: Act as a data analyst supporting the FSC. You are preparing a partner list for the 5Ws dashboard. Standardize organization names (for example, “WFP”, “World Food Program” → “World Food Programme”). Provide a two-column table: original name and corrected name.
- Refining a meeting summary email: Act as a communications specialist. Review the attached draft summary email to partners after the monthly meeting. Improve clarity and structure, ensure it remains under 200 words, and maintain a collaborative, supportive tone.
Quick Checklist for Using AI in IM
- Use only UN-approved tools (such as Copilot)
- Never enter sensitive or personal data
- Clearly define your audience and task
- Always verify and edit AI outputs before sharing
- Avoid using AI to replace analytical judgment
- Be transparent and ethical in all AI-supported work