FIELD NOTES / BUYER’S GUIDE

AI governance implementation: use-case and supplier review notes

Connect AI policy to practical reviews. Use a free editable workspace for use cases, supplier questions, evidence, owners and next actions, alongside official Australian resources.

By Find AI Consultants · AI-assisted research and writing · Updated 19 October 2026

Connect the policy to a particular use of AI.

A policy sets expectations. Day-to-day governance also needs people who own decisions, evidence they can inspect and a way to respond when the use or its effects change. Start with the actual task, users and systems, including AI features within software you already use.

The National AI Centre publishes an AI policy guide and template ↗ and AI systems register resources ↗. Use those official starting points and adapt them with the responsible people. A register documents systems and uses; it does not replace impact assessment or risk management.

Its foundations guidance ↗ addresses early governance work. The implementation guidance ↗ provides more detail for complex or higher-risk work. Use the official screening questions ↗ when considering the controls needed for a proposed use; this page does not classify that use for you.

Our workspace below has a narrower job: prepare case-specific review notes and supplier questions, then take them into your organisation’s actual records and decision process. It is an original working aid, not a reproduction of the official templates or a complete governance framework.

FREE REVIEW WORKSPACE

Record use cases and supplier questions.

These are temporary notes in this page, not a saved register. They are not submitted or saved by this workspace. Reloading resets the workspace. Copy or download your work to keep it in your organisation’s approved records. Use high-level or synthetic descriptions, not personal records, passwords or confidential contracts.

No signup required. To work offline or without JavaScript, download the blank .txt notes ↗. IDs and references are manual working aids; check references after removing or renaming an entry.

Use-case review notes

Record the particular use, affected people, boundaries and decision evidence. The same tool can have several uses.

UC-1

Use case / task

One specific use of AI, its users and intended purpose.

Accountable owner role

Who owns this use and who can decide to pause it?

Tools and supplier references

Product/version and relevant supplier-note IDs or names. References are manual notes.

Data categories and affected people

Describe categories, sources, access boundaries and people affected; do not paste records.

Boundaries and human controls

Permitted/prohibited actions, review points, fallback and issue escalation.

Evidence and unresolved risks

Testing, source/version/date, known limitations and questions requiring review.

Decision record

What was decided, by whom, when, on what evidence and under which conditions? A note does not verify approval.

Next action, owner and review point

An open question/action, the responsible role, due date and change/incident triggers for review.

Supplier review notes

Record what the service will do and the questions to resolve. A supplier statement is not independent verification.

SUP-1

Supplier / product / version

Identify the actual service and the version or terms being reviewed.

Internal review-owner role

Who is responsible for resolving supplier questions?

Intended use and linked use cases

Which use-case notes rely on this supplier, and for what functions? References are manual.

Data handling and access questions

Processing/storage, retention/deletion, training use, third-party access and permissions; mark unknowns.

Supplier evidence and terms

Record source links, terms/version, checked date and unanswered claims; do not paste confidential contracts.

Support and accountability

Who monitors, handles incidents, notifies changes and resolves problems? Separate supplier and internal responsibilities.

Ownership, change and exit

Accounts, export, deletion, transfer, support commitments and what happens when terms or services change.

Next action, owner and review point

Questions to ask, evidence to obtain, responsible role and date or trigger for checking again.

Next actions from your notes

This repeats your recorded next actions. Missing entries remain unknown; there is no risk score, completion verdict or automatic approval.

UC-1: Next action, owner and review point not recorded.
SUP-1: Next action, owner and review point not recorded.

View or select the current text export

Your current review notes as plain text

AI GOVERNANCE REVIEW NOTES
Find AI Consultants — https://findaiconsultants.com.au/guides/ai-governance-implementation
Worksheet edition: 19 October 2026. Entries are self-recorded and have not been verified.
Use high-level or synthetic descriptions. Store your exported copy appropriately.

USE-CASE REVIEW NOTES
UC-1
Use case / task: [Not recorded]
Accountable owner role: [Not recorded]
Tools and supplier references: [Not recorded]
Data categories and affected people: [Not recorded]
Boundaries and human controls: [Not recorded]
Evidence and unresolved risks: [Not recorded]
Decision record: [Not recorded]
Next action, owner and review point: [Not recorded]

SUPPLIER REVIEW NOTES
SUP-1
Supplier / product / version: [Not recorded]
Internal review-owner role: [Not recorded]
Intended use and linked use cases: [Not recorded]
Data handling and access questions: [Not recorded]
Supplier evidence and terms: [Not recorded]
Support and accountability: [Not recorded]
Ownership, change and exit: [Not recorded]
Next action, owner and review point: [Not recorded]

NEXT-ACTION AGENDA — YOUR NOTES, NOT AN ASSESSMENT
UC-1 — [Next action / owner / review point not recorded]
SUP-1 — [Next action / owner / review point not recorded]

REVIEW BEFORE RELYING ON THESE NOTES
Missing answers stay unknown. A recorded decision does not authenticate approval,
verify evidence, classify risk, establish compliance or authorise deployment.
Use-case/supplier references are manual; recheck them after renaming or removing entries.
Keep the organisation's authoritative records, policy, impact/risk assessments,
test evidence and incident processes in its approved systems. This worksheet is
not a replacement for those records or specialist review where needed.

OFFICIAL STARTING POINTS
Policy: https://www.ai.gov.au/staying-safe-and-responsible/essential-ai-practices/create-ai-policy
Register: https://www.ai.gov.au/staying-safe-and-responsible/essential-ai-practices/ai-systems-register
Guidance: https://www.ai.gov.au/staying-safe-and-responsible/essential-ai-practices/guidance-ai-adoption-foundations

A recorded decision does not authenticate approval, verify evidence or establish compliance. Keep authoritative policies, assessments, testing and incident records in the appropriate systems, with review by the responsible people.

Worked example: separate the proposed use from the supplier’s claims.

Invented planning example. A training business is considering internal routing suggestions for course enquiries. Staff would review each suggestion; no messages or customer-record changes are permitted. This is not a client project, a risk classification or approval to run a pilot.

Use-case note

Owner: operations manager; coordinator reviews suggestions.
Data: synthetic enquiries and approved course/team labels for the first test.
Evidence still needed: ambiguous and unsupported examples, review effort, fallback and acceptance conditions.
Next action: owner agrees the test boundary and records the decision before any access is requested.

Supplier note

Scope: proposed categorisation service; product/version not yet selected.
Questions: required access, processing/storage, training use, retention, support and changes.
Evidence still needed: terms and settings relevant to the intended use, plus responsibility for failures.
Next action: obtain dated written answers and refer unresolved points to the responsible owner or adviser.

The useful output is a review agenda. A supplier saying a tool is secure, or someone typing “approved” in a note, does not establish that the evidence has been checked or the proposed use is appropriate.

Ask for a defined governance engagement.

If you need outside help, compare providers with published governance services. Ask what the engagement delivers: an inventory, decision process, impact or risk assessment, policy adaptation, testing plan, incident process, staff training or ongoing review. Those are different scopes.

Who is accountable internally, and what does the adviser actually decide or deliver?
Which use cases, systems, people and suppliers are in scope?
What sources, evidence and assumptions support the findings?
Who checks the proposed controls, and what remains unresolved?
How are changes, incidents, support, handover and later reviews handled?
What specialist review is needed for the particular data, industry or consequences?

Use the readiness worksheet for one proposed pilot, the project brief for a common scope, and the proposal checklist to compare written answers. The profile comparison shows recorded sources and feedback; it does not establish competence or compliance.

Sources, authorship and limits.

Published by Find AI Consultants with AI-assisted research, writing and implementation. The notes, next-action agenda and invented example are original editorial aids. They have not been independently validated as a governance model, and no specialist legal or compliance review is claimed. They do not replace an organisation’s own policy, assessment, testing, incident process or required advice.

Primary sources checked 19 October 2026:

National AI Centre: Create an AI policy ↗.
National AI Centre: AI systems register ↗.
National AI Centre: foundations guidance ↗ and implementation guidance ↗.
National AI Centre: AI screening questions ↗.
National AI Centre: Choose a solution ↗ — supplier/data/support considerations.
OAIC: commercially available AI products ↗ — product due diligence, privacy considerations and human oversight.

The prompts record questions rather than determining which laws or standards apply to your organisation. Use appropriate specialist advice where needed, and keep personal or confidential records out of this temporary workspace. Our evidence policy explains directory checks.

Find relevant consultants ↗