Template fields
- Department and owner
- Tool, provider and account type
- Use case and intended outcome
- Data categories entered
- People affected
- Human verification
- Consequence of error
- State: approved / conditional / under review / not approved
- Conditions and review date
How to use it
- Record the use case, not just the application name.
- Speak briefly with teams that actually use AI.
- Keep the observed current state separate from the approved decision.
- Review the row when purpose, data, provider or impact changes.
Next step
Start with no more than five meaningful uses and turn each row into an explicit decision.
General working material. It is not certification, legal advice or a substitute for legal, DPO, HR or security review appropriate to the organisation.