Professional / trade associations
An AI room for summarizing member comments on draft rules
When a regulator opens a draft rule for public comment, the association has to gather input from member companies and send a summary on a tight deadline. Phak AI drafts a summary for each clause of the draft, split into support, objections and proposed edits, and shows which comment each point came from. Staff review and decide before any letter goes out.
- Draft rule for comment
- Member comment forms
- Emails from member firms
- Working group minutes
- Summary by clauseSupport, objections and proposed edits for each clause
- Every point cites its sourceShows which comment each point came from, ready to check
- A draft for staff to reviewThe policy team edits and confirms before writing the letter
Where summarizing comments on draft rules gets heavy
Comments arrive in many forms
Some firms send a form, some send long emails, and some points come up in working group meetings. Staff pull it all together by hand.
Each comment must match a clause
One letter may cover several clauses. Staff have to split it up and file each point under the right clause of the draft.
Comment periods are short
New rules come out more often, but the policy team is the same size. The work piles up near the deadline.
Company-level comments are sensitive
Some comments should not show which firm made them. The association needs control over who can see what.
How the draft rule comment room works
Open one room per draft rule
Load the draft rule into the knowledge base and set which staff can enter this room.
Gather comments in one place
Add forms, attachments and member emails. Sync from Drive, M365 or email instead of copying each one.
The assistant drafts a summary by clause
Ask for support, objections and proposed edits for each clause of the draft, each point citing its source comment.
The policy team reviews and decides
Staff open the source comments, refine the wording, and decide the association's position before writing the letter.
Set a policy on company-level comments before you start
Comments on draft rules belong to member companies. Before opening this room, we recommend the association agrees how company-level comments will be used, who can see company names, and whether the summary it sends out names any firm.
Phak AI supports this with group-based permissions. Each room has its own access list, and every question is logged for later review. See the security page for details.
Requests you can make in the comment room
What we measure in comment summaries
Measured with the association's own numbers from past draft rules, compared with the period using the comment room.
- Hours spent summarizing comments on one draft rule
- Days from the close of the comment period to sending the letter
- Number of points the reviewer has to fix in the draft summary
What the comment room covers
What Phak AI does
- Phak AI helps draft clause-by-clause summaries of comments, with sources
- Phak AI helps control who sees company-level comments through group permissions
What it does not do
- It does not set the association's position on behalf of the board
- It does not send letters to the regulator by itself
- It is not an online voting system
Frequently asked questions
Could the AI get a summary wrong or miss a firm's comment?
Every point in the draft cites its source comment, so staff can check it, and staff always confirm before a letter is written. The number of points needing correction is a metric we track throughout use.
Will each member company's comments be exposed?
Group permissions control who sees which data. We recommend the association sets a policy on company-level comments before turning this part on.
When in the project should we start this?
After the rules library is working, since the assistant compares the draft with the notices in force, and once the association has a policy on using comments.
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