What you'll achieve
You will inventory an AI use, understand its classification and attention state, connect assessments and controls, and prepare a human-approved external position.
Who this is for
This guide is for an Organisation Collaborator with the permission or assigned action described below. If the navigation or action is missing, check the selected organisation, effective account level, feature state and role before assuming the product is unavailable.
Before you start
Check that you have:
- A real AI use or system owner.
- Provider, model, purpose, people affected and processing context.
- Evidence for controls, monitoring and change history.
1. Start at the AI command centre
Open AI Governance. Use Your AI estate and What needs attention to find the relevant use. Classification describes the use; attention describes the work.
2. Open the owning workspace
Follow the attention item to the asset, RoPA, FRIA, control or review that owns the missing evidence. Avoid repairing a summary without repairing its source.
3. Maintain the inventory
Record the AI system, use, provider and model information that is known. Keep unknown or unverified catalogue information visible rather than converting it into a claim.
4. Complete proportional assessment
Use the assessment and prohibited-practices surfaces that apply. Link fundamental-rights, privacy, security and supplier evidence rather than repeating it as unsupported narrative.
5. Review external position
The External position is a human-approved representation compiled from selected sources. Check disclosure scope, evidence dates and approver before it is shared.
Check it worked
- The AI use has an accountable owner and source links.
- Classification and attention are not confused.
- Controls and reviews are supported by evidence.
- Any external position is approved and traceable.
If something goes wrong
| What you see | What to do |
|---|---|
| The model or provider is not in the catalogue | Record the gap and request catalogue review; do not select an inaccurate substitute. |
| A prohibited-practice concern appears | Stop deployment or use as required by your governance route and escalate. |
| The summary and source disagree | Treat the source record as authoritative and investigate the projection. |
Human judgement, security and privacy
AI assistance may help organise or analyse evidence, but it does not approve the use, accept risk or make a regulatory classification on behalf of the accountable human.
What's next
Set a review rhythm and trigger reassessment after material model, provider, purpose or data change.
Need help?
Use your organisation's approved Backstory support route. Include the organisation, page and action that failed, but do not include passwords, invitation links, secret keys or unnecessary personal or confidential content.