Review
A year after you allow a tool, it comes up for review again: who gets the email, which steps you go through and how the register shows what is overdue.
For a tool in the register, being allowed, having a complete registration and having been reviewed are three different things. Last year's decision may still be right while the use cases, the people involved or the documents have changed in the meantime. That is why every tool in the AI register has a Reassessment. The first is planned for a year after the tool was allowed, and after that you choose the date of the next one yourself.
When the review takes place and who carries it out
The Reassessment card on the tool page has three fields:
| Field | What it holds |
|---|---|
| Last reassessment | The date of the previous reassessment, or "Not yet". |
| Next reassessment | The planned date, with "overdue" once it has passed. Without a date it reads "To be planned". |
| Reassessment owner | The member who carries out the review, by default whoever allowed the tool, or "Nobody yet". |
Change date or person lets you change the date or the owner without carrying out the reassessment itself. For a retired tool, the card reads "No longer needed".
Fourteen days before the planned date and on the day itself, the owner and the admins receive an email, each reminder once per date. If the owner is not a member of your organisation in BeeSensible, only the admins receive the email. No email is sent for a retired tool.
Carrying out the review
Choose Start reassessment. The "Reassessment: {tool}" window takes you through the registration in five steps. Each step shows the relevant part of the registration, so that you can change it on the spot.
Use cases
Check whether the recorded use cases still match how you use the tool. Change what is different and choose Use cases checked.
Responsible
Check whether the responsible people are still the right ones, for example after someone has changed roles. Save any change and choose Responsible people checked.
Documents
Check whether the documents are up to date. Update the status, date or link where needed and choose Documents checked.
Signals
This step shows the same signals as the Measured tab: the points where BeeSensible sees something different from what you recorded. Update what is no longer right and choose Signals checked.
Complete
"Checked and changed" lists what you did in each part. Choose the date of the next reassessment, add a Note if you wish and choose Complete reassessment.
A reassessment does not change the decision about the tool. If you no longer want to allow the tool, change the decision in the Decision card on the Overview tab. The tool then moves to Retired and keeps its history.
What is overdue or due soon
Even before the email arrives, the register shows which reassessments need attention. The Reassessment column shows "overdue" next to a date that has passed. Under Still open the tool shows "The reassessment is overdue." or, for example, "The reassessment is due within 9 days." The Due for reassessment filter shows only these tools, and on Home they are counted in "To do in AI Governance".
I want to review a tool earlier than planned
You can choose Start reassessment at any time, including before the planned date. If you only want to bring the date forward without reviewing now, choose Change date or person.
