Resource note
Resources / AI Business Systems
Before connecting an AI tool to client, employee, financial, health, or other restricted information, document the proposed workflow and the data it would use. A team's policy should distinguish approved general use from specific uses that need additional review.
Review the proposed use
- Identify the business owner, purpose, users, model, and connected systems.
- Classify the information and confirm whether it is permitted under contracts and internal rules.
- Review the vendor's data handling, retention, training terms, access controls, and subprocessors.
- Decide which outputs a qualified person must review before they affect a customer, patient, employee, financial record, or business decision.
- Define an escalation and pause procedure for incorrect output, a data incident, or a vendor change.
Example
An assistant that drafts an internal policy from public sources has different data and impact than a system that summarizes client files or generates a recommendation used in a regulated decision. Review each proposed use on its own terms rather than relying on the tool's label.
Limits and next step
This checklist does not establish that a tool or workflow meets a law, contract, or sector requirement. Ask qualified legal, privacy, security, or compliance advisers to confirm the obligations that apply. Start with one workflow and record its approval, restrictions, reviewer, and change trigger.