Data access
Which data can the system use?
- List of approved sources and permitted uses
- Collection of only the personal data needed
- Retention and deletion rules
- Access permissions by role
Governance and operations
Data security, access and approvals.
We define which data the AI system can access, how its output is tested and which actions require approval. We also agree who handles errors, updates and support after launch.
Controls to agree
Data and system controls.
We review source permissions, model selection, action limits and support responsibilities with your IT, security and business teams. Requirements are documented for the specific project.
AI models
Which tools are approved and how are they tested?
- Approved models and providers
- Version history for prompts and models
- Tests using representative tasks
- Review of errors and bias
Actions and approvals
Which actions require a person’s approval?
- Permissions for each connected tool
- Approval before publishing or changing budgets
- Usage and spending limits
- Rollback or manual fallback procedures
Source and change history
Can a reviewer check how the output was produced?
- Links to supporting sources
- Model assumptions and uncertainty
- Records of approvals and manual changes
- A retained history of inputs and outputs
Support and maintenance
Who handles errors and changes after launch?
- Named business and technical owners
- Agreed quality and response targets
- Error reporting and support process
- A process for updates and retirement
Boundaries
What remains outside scope?
Record excluded sources and actions, unsupported markets and cases that must use the manual process. A missing permission must stop the relevant action.
Human review
Human review and approval.
A research summary and a public product claim have different consequences. The following scenarios describe possible review arrangements; your policy owners approve the actual design.
Summarise approved research
The system may draft a summary with citations. An analyst reviews the source material before using it to support a material recommendation.
Check: citation accuracy and access permissions
Adapt campaign assets
The system may generate drafts from approved inputs. Brand, local-market and rights reviewers approve the assets before they leave the production queue.
Check: claims, brand requirements and usage rights
Prepare regulated communication
The system may retrieve evidence and route a draft. Authorised specialists retain responsibility for approving claims and required disclosures.
Check: substantiation, jurisdiction and approval record
Recommend a budget change
The system may compare scenarios. The budget owner reviews assumptions, uncertainty and limits before authorising any reallocation.
Check: measurement validity and financial authority
Evaluation before release
Testing before launch.
Representative test cases should include missing data, conflicting sources, expired rights, unsupported claims and requests outside scope. Measure whether the system stops or escalates correctly as well as whether it produces a useful result.
After launch, monitor quality, cost, response times and manual overrides. Define which changes require reevaluation and who can pause the workflow.
Release checklist
- Named business and technical owners
- Approved source access and action permissions
- Representative evaluation set and agreed acceptance thresholds
- Manual fallback and tested rollback procedure
- Exception alerts, support contacts and response expectations
- Versioned configuration and retained review records
- Baseline and date for the post-launch evaluation
Sample approval record
Content approval history.
This illustrative record shows how a claim moves through review. It is sample interface data, not a live client record or a certification.
Content review / CR-0942Illustrative interface · Sample record
- Draft received
The asset version and permitted market are recorded.
- Evidence attached
Three approved sources are linked to the draft claims.
- Review required
One claim falls outside the approved wording. Publication remains blocked.
- Human decision
The reviewer amends the claim and approves the revised version.
- Release authorised
The approved version, reviewer and evidence are retained together.