Approved Tools
Define which AI systems employees can use and for what purposes.
AI GOVERNANCE
Put Clear Rules Around Business AI Use
Define approved AI tools, data-handling rules, review expectations and practical processes for responsible AI use.
PRACTICAL AI GOVERNANCE
AI Governance Should Work in Day-to-Day Operations
An AI policy employees cannot apply will not change behaviour.
Web Inventix AI turns broad governance principles into practical rules your team can use during normal work. Employees should know which AI tools are approved, what information can be entered, when AI-generated work needs human review, and what to do when something goes wrong.
- Approved Tool
- Data Rules
- AI Use
- Human Review
- Business Output
Data Boundaries
Set rules for confidential, personal, client and internal business information.
Human Review
Define where people must review, verify or approve AI-assisted work.
Escalation
Give employees a clear process when an AI-related issue occurs.
COMMON GOVERNANCE GAPS
AI Adoption Often Moves Faster Than Internal Rules
Employees are already using AI across writing, research, customer communication, analysis, coding and internal work. Problems start when different teams make their own decisions about tools, data and acceptable use.
Unapproved AI Tools
Employees create accounts or use AI products that the business has never reviewed.
Sensitive Information in Prompts
Client, employee, financial or confidential information may be entered without clear internal rules.
AI Outputs Used Without Review
Generated information can move into customer communication, reports or decisions without appropriate verification.
No Record of AI Use
Management may not know which tools, workflows or departments currently rely on AI.
Different Rules Across Teams
Employees and managers make individual decisions about acceptable AI use.
No Escalation Process
People may not know what to do after incorrect output, unintended disclosure or another AI-related incident.
PRACTICAL STARTING POINT
AI Governance Starter Pack
The Starter Pack gives your business a working governance baseline for everyday AI use. The documents and processes are built around your tools, workflows, people and operating risks.
01USE RULES
Rules for AI Use
Acceptable AI Use Policy
Defines approved business uses, employee responsibilities, restricted activities and internal expectations for AI use.
Approved AI Tool Register
Records approved AI tools, their intended purpose, business owner, permitted users and approved types of information.
Prohibited-Use Guidance
Defines activities, information and decisions that should not be handled through AI without appropriate approval or review.
02DATA & REVIEW
Data and Human Control
Data-Handling Guidance
Sets practical rules for confidential, personal, client, employee and sensitive business information.
Human-Review Requirements
Defines where AI-assisted work must be reviewed, verified or approved by a person before it moves forward.
Output Verification Process
Provides a repeatable method for checking accuracy, sources, completeness and suitability before AI-generated work is used.
03OPERATING CONTROLS
Operational Controls
Vendor AI Checklist
Provides a consistent set of questions for reviewing AI vendors and tools before business adoption.
Incident and Escalation Process
Defines what employees should do when incorrect output, unintended disclosure, unauthorised use or another AI-related issue occurs.
Employee Rollout Session
Walks employees through the rules, approved tools, responsibilities and practical examples they will encounter during normal work.
THE PROCESS
Built Around How Your Business Actually Uses AI
We start with current AI use and operating workflows before writing policies. The goal is to create controls that fit the business rather than dropping a generic template into the company.
- 01
Map Current AI Use
Identify the tools employees use, business use cases, departments involved, information being handled and existing internal controls.
- 02
Identify Risk and Review Needs
Separate routine productivity use from workflows that require stronger controls, restricted data access or human review.
- 03
Build the Governance Controls
Create the policies, tool register, data rules, review requirements, vendor checklist and escalation process.
- 04
Review and Roll Out
Walk through the governance package with key stakeholders, make agreed changes and explain the operating rules to employees.
THE OPERATING RESULT
Give Employees Clear Boundaries for Using AI
The objective is not to slow AI adoption. It is to remove ambiguity around how AI should be used inside the business.
Employees Know Which Tools Are Approved
Teams have a defined list instead of selecting AI tools independently.
Sensitive Information Has Clear Handling Rules
Employees know what information can and cannot be entered into AI systems.
Human Review Happens at Defined Points
Managers do not need to decide review requirements from scratch for every workflow.
AI Vendors Are Reviewed Consistently
New tools go through a repeatable business review before adoption.
Incidents Have an Escalation Path
Employees know who to contact and what information to capture when something goes wrong.
Management Gains Better Visibility
Leadership has a clearer picture of where AI is being used and how it is controlled.
REAL BUSINESS USE
Govern the AI Already Entering Your Workflows
AI governance should address real business activity, not hypothetical technology. We can structure controls around the systems and use cases already appearing across your organization.
Generative AI Assistants
ChatGPT, Microsoft Copilot, Gemini, Claude and similar tools.
Customer Communication
AI-assisted email, chat, proposals, support responses and sales communication.
Internal Knowledge
Document search, knowledge assistants, summarization and internal research.
Marketing and Content
Copywriting, images, campaign development and research.
Software and Technical Work
AI-assisted coding, testing, documentation and technical analysis.
Workflow Automation
AI used inside automated processes, CRM workflows, document handling and internal systems.
The governance model should reflect the actual risk and business impact of each use case rather than applying the same controls to everything.
EXPANDING GOVERNANCE
Start With the Baseline. Add Controls as AI Use Expands.
The Starter Pack is designed to establish the first operating layer. Businesses with broader AI adoption may need additional governance as more tools, departments and higher-impact workflows are introduced.
AI Use-Case Inventory
Maintain a structured record of where AI is used across departments and workflows.
AI Risk Classification
Apply different review and approval requirements based on the business impact of each use case.
Department-Specific Rules
Create additional controls for teams such as sales, marketing, operations, finance, HR or customer service.
AI Vendor Reviews
Review proposed AI platforms against agreed business, data and operational requirements.
Governance Reviews
Periodically review tools, policies, incidents and changes in AI use.
AI Training & Adoption
Train employees and managers on applying approved AI practices during daily work.
PRACTICAL GOVERNANCE
Structured Around Recognised AI Governance Practices
Where relevant, Web Inventix AI can structure internal governance controls using concepts found in established resources such as the NIST AI Risk Management Framework, ISO/IEC 42001 and Canadian privacy guidance.
The work focuses on practical operating policies, processes and controls for your business. It is not legal advice, regulatory certification, a privacy audit or an ISO certification engagement.
- NIST AI Risk Management Framework
- ISO/IEC 42001
- Canadian Privacy Guidance
AI GOVERNANCE STARTER PACK
Start With a Practical Governance Baseline
Starting at CAD 1,500
Final scope depends on the number of AI tools, business use cases, departments, existing policies and stakeholder review required.
Frequently Asked Questions
Why do we need an AI policy if employees only use ChatGPT or Copilot?
Even common AI tools can involve company information, customer communication, generated content and business decisions. A practical policy gives employees clear rules around approved use, data handling and human review.
Can the policy match our existing AI tools?
Yes. The governance package should reflect the tools your business currently uses or plans to approve rather than relying on generic AI rules.
Can you help us decide which AI tools to approve?
Yes. We can help assess proposed tools from an operational perspective and build a consistent vendor review process. Legal, privacy, cybersecurity or regulatory reviews may require the appropriate professional specialists.
Does the Starter Pack include employee training?
It includes a rollout session covering the governance package and practical employee responsibilities. Broader role-based training can be delivered through our AI Training & Adoption service.
Can you update the governance documents later?
Yes. AI tools and business use change over time. Governance documents can be reviewed and updated as new tools, workflows or internal requirements are introduced.
Does this make us ISO/IEC 42001 compliant?
No. The Starter Pack is not an ISO certification or compliance engagement. We can use recognised governance concepts as reference points when they are relevant to your organization.
How long does an AI governance project take?
Timing depends on the number of tools, workflows, stakeholders and existing policies that need to be reviewed. The initial scope is defined before work begins.
Do we need to stop using AI while governance is being created?
Usually no. The objective is to understand current use, identify immediate concerns and establish practical rules for moving forward. Specific higher-risk uses may require separate review.
START WITH THE RULES
Put Clear Operating Rules Around Business AI Use
If employees are already using AI, governance does not need to start with a large compliance program. Start by defining approved tools, data boundaries, human-review requirements and a practical escalation process.