The AI register: decision and status

When you allow an AI tool, fully or with limits, it goes into the AI register. The register is your organisation's own record of the AI tools you use. For each tool you note what you use it for, who is responsible for it, which documents belong to it and when you will assess it again. This article explains which decisions exist, where you make them and how you complete a registration.

#The four decisions

Every tool starts at No decision yet. BeeSensible never decides on behalf of your organisation and never preselects a button. The risk band from the catalogue is there as information for your decision.

There is also Under review. This is a parked decision rather than a fifth kind of decision: Decide later takes a tool out of the Inbox while it still has no decision.

#Deciding and undoing

You can decide in three places: in the Inbox, in the catalogue (also for several tools at once) and on the tool page in the Decision card. In that card you later change a decision with Change and add a Reason, which goes into the tool's history. For every decision, BeeSensible records who made it and when.

If you made the wrong decision, Undo restores the previous state. If nobody had completed the registration yet, the tool also leaves the register again.

If you disallow a tool that is already in the register, it moves to Out of use. The registration and the history are kept.

#Completing a registration

Allowing is registering: the decision creates the registration but does not fill it in yet. You are already listed as responsible, and the first reassessment is planned for a year from now. After the decision, choose Complete the registration to record the rest in three steps:

1. Under Use cases you record what you use the tool for. Use cases explains how this works.
2. Under Responsible you add who is responsible for the tool besides you.
3. Under Documents you record which documents already exist; the rest can be added later. See Responsible people and documents.

You can stop after any step and continue later. Until the registration has at least one use case and one responsible person, the tool appears under To complete.

#Views and filters

The register has four views: Allowed (/register), Under review (/register/under-review), Not allowed (/register/not-allowed) and All tools (/catalog). The last of these is the catalogue.

In the Allowed view, the filters To complete, Due for reassessment and Documents open show what still needs doing. The Needs attention filter combines those three and gives the reason for each tool. Home shows the same counts under "To do in AI Governance".

When you stop using a tool, choose Take out of use. The tool gets an end date and keeps its history, but no more reassessment reminders are sent for it. Take back into use reverses this.

#The tool page

Every tool you have made a decision about has its own page. This also applies to tools that are not, or no longer, in the register, such as a disallowed tool.

If what BeeSensible sees differs from what you recorded, the Measured tab shows a signal, with a button to the place where you update the registration. Below that are the visits and the types of use. These are always counts, without who typed something and without what it said. Usage figures appear from 5 active users.

When you use demo data, the register says so above the list and saves nothing you change. How to assess a tool again is described in Review, and how to export the register in The register as PDF and CSV.