Lesson 6 of 19
Record an AI system and use case
Record an AI product separately from the task it will support. Make the task, people and limits clear before assessment.
This lesson concerns artificial intelligence (AI) governance: how your organisation assigns responsibility, checks AI use and records decisions and follow-up. AI Governance keeps these records; it does not operate the external AI tool for you.
At the end of this lesson
- Distinguish system from use case.
- Record a bounded task and responsible owner.
- Verify the system/use-case relationship without implying permission.
Before you begin
This lesson is for register owners and use-case leads. You can read and complete the paper activity without an account.
For optional workplace practice, have a defined task and current permission to create or edit the relevant system and use case. Check existing records first. If access is blocked, record your proposed response in your notes and ask the responsible administrator to check access.
Key ideas
One product may support several different tasks. Registration records proposed or actual use; it does not authorise it.
Follow these steps
1. Check the register
Open AI Register and look for the existing product or service. A system is the AI product; a use case is a specific task using it.
Check the result: You know whether to reuse a product record instead of adding a duplicate.
2. Describe the system
Record the known product and supplier information. Keep supplier statements distinct from verified configuration or contractual facts. Do not invent a supplier that has not been selected.
Check the result: The record describes what is known and identifies remaining uncertainty.
3. Open the task record
Open AI use cases and the relevant task, or the supported creation flow when authorised. One product can be linked to several separately scoped tasks.
Check the result: You are working on the intended use case.
4. Define the boundary
Record the purpose, inputs, expected output, affected people and exclusions in the supported fields. Include what people must check and what the system must not do.
Check the result: Another person can identify the proposed activity and its limits.
5. Check responsibility and linkage
Link the correct system. Have an administrator arrange the appropriate accountable owner and contributor or reviewer assignments. Assignment rights are distinct from a person’s job title.
Check the result: The relationship and saved responsibilities match the intended work.
6. Verify the saved record
Save through the form’s supported action and reopen the task. Check the linked system, stage, responsibility and review information. If saving is blocked, resolve the stated requirement first.
Check the result: The record is saved, or the blocked state is accurately described. Registration does not grant permission to operate AI.
Practise
Paper activity — fictional information
'One AI service is proposed for internal meeting summaries and for customer reply drafts.' State how many system records and use-case records are appropriate, and give one different risk or checking need for each task.
Write your response in your own notes before opening the answer. You do not need to sign in, change records or run an assessment.
Check your understanding
Does recording the service in the AI Register permit both tasks?
Check your answer
No. One system can have two distinct use cases, each with its own scope, preparation and decision. Reread steps 3–6 if the answer treats the system record as permission.
For the activity, record one AI system and two use cases. An internal summary needs checking against the meeting notes; a customer reply also needs a check for unsuitable external claims. Equivalent specific checks are acceptable.
Check your work
- System and task are separate.
- Inputs/output, owner and boundary are clear.
- The saved relationship does not imply approval.
Continue learning
Optional worked examples
Sources
These National AI Centre resources inform the lesson. This course does not imply Australian Government endorsement.