The situation
Several people contribute to the same use case, and responsibilities change as work progresses.
Lesson 12 of 12 · 5-minute lesson
Manage people and access
Maintain shared responsibility without leaving work unowned or losing its history.
For: Organisation administrators and AI leads
This lesson uses National AI Centre guidance: Guidance for AI adoption: foundations.
The problem
Removing access without reassignment can leave decisions and actions without an owner.
The choice
The administrator assigns roles and reassigns open work before removal or administrator transfer.
What you will learn
By the end of this lesson
- Invite an organisation member.
- Assign organisation and AI use case roles.
- Reassign open work before access removal.
The pivotal moments
What changes—and why it matters
Moment 1
Invite and assign people
What the person does
Maya invites a member and assigns an organisation role.
What the workspace records
AI use case owner, contributor and reviewer assignments remain visible.
Notice
Organisation access and AI use case responsibility are different controls.
Why it matters
Shared work has clear responsibility.
Moment 2
Reassign before removal
What the person does
Maya chooses new owners for open work before revoking access.
What the workspace records
The history still shows who completed earlier work while current responsibility moves.
Notice
A removed member must not leave actions without an owner.
Why it matters
Work continues with accountable owners.
Moment 3
Protect administration
What the person does
Maya transfers administration to another active member before leaving.
What the workspace records
The workspace enforces at least one active organisation administrator.
Notice
The sole administrator cannot simply remove themself.
Why it matters
The organisation retains administrative control.
Official guidance used in this lesson
Check the published guidance
National AI Centre
Guidance for AI adoption: foundations
Provides core actions for organisations beginning responsible AI governance.
Last checked 30 September 2026
The complication
The difficult part stays visible
The sole active organisation administrator cannot leave until responsibility is transferred.
The outcome
Current access is accurate, open work stays owned and earlier records still show who did the work.
Check your understanding
What happens to earlier records after someone is removed?
Show the answer
They still show who completed the work. Their current access is removed without erasing completed decisions, actions or evidence.
Key points
Remember these three things
- Separate access from AI use case responsibility.
- Reassign open work before removal.
- Always retain an active organisation administrator.
What happens next