Lesson 16 of 19
Record a governance decision
Record what a responsible person permits, limits or stops. Keep that decision separate from the AI assessment recommendation.
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
- State what is permitted, limited or stopped.
- Record reasons/basis and unresolved limits.
- Name conditions, responsibility and the next review.
Before you begin
This lesson is for responsible decision makers within current rights. You can read and complete the paper activity without an account.
For optional workplace practice, have a defined task, its relevant information basis and authority to make the organisation’s decision. Changing the app lifecycle also needs current use-case editing permission. If access is blocked, record your proposed response in your notes and ask the responsible administrator to check access.
Key ideas
The decision belongs to a person. The combined AI report is advice for that decision, not a human decision form.
Follow these steps
1. Identify the actual decision record
Open the intended use case and inspect its assessment and decision context. The app’s Recorded decision page retains assessment conclusions and follow-up. Its conclusion is created from the saved assessment output, not from a separate human approval form.
Check the result: You can distinguish the saved AI recommendation from the responsible person’s permission. The heading Recorded decision or a Confirmed date alone does not establish human approval.
2. Check the basis
Review the task, assessment basis and relevant versions. State remaining limitations. Do not claim that every linked file influenced the assessment.
Check the result: Your proposed decision refers to the information actually considered and its limits.
3. Write the person’s decision
Use your organisation’s authorised decision record to state what is permitted, limited or stopped. Record reasons, decision maker, information basis, conditions, owners and completion checks. This lesson does not provide a standalone in-app approval form.
Check the result: You have a traceable human decision, or an explicitly unapproved draft. A missing approval remains missing.
4. Check the review arrangements
State the event or agreed date that prompts reconsideration. The use-case record has Next review gate information. Keep this aligned with the authorised decision through the supported editing route when permitted.
Check the result: The next review is understandable and does not invent a separate date control.
5. Reflect an authorised lifecycle change
If the person’s decision requires a supported lifecycle change, an authorised editor opens Lifecycle on the use case. Select an available Next lifecycle state, review its effect and enter Reason where required. Use Confirm lifecycle change only when authorised.
Check the result: The saved lifecycle reflects the intended transition, or the displayed error explains why it did not change. This transition does not create the full human approval record described above.
6. Reopen and compare
Reopen the use case and compare its lifecycle, next review and linked assessment with the organisation’s human decision record. Preserve any mismatch as unresolved work. Read-only users can review but cannot perform the change.
Check the result: You know what was saved in the app and what the organisation recorded separately. Saving a lifecycle change does not close conditions or operate the external AI tool.
Practise
Paper activity — fictional information
'An organisation has not verified a supplier's access settings. The responsible person permits only further manual document review and requires the access question to be resolved before reconsidering a tool test.' Write a decision sentence, one condition, its completion check and the review trigger.
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
Can the combined assessment report be used as evidence that this human decision was saved?
Check your answer
No. Example decision: 'Continue manual document review only. Reconsider a tool test after the access settings have been checked and the findings reviewed.' The human decision needs its own authorised organisational record; the current assessment-derived page alone does not establish it. Reread steps 1, 3 and 6 if the AI report is mistaken for that record.
Check your work
- Permitted/stopped scope is explicit.
- Reasons and selected basis are traceable.
- Responsibility, condition checks and review are recorded.
Continue learning
Optional worked examples
Sources
These National AI Centre resources inform the lesson. This course does not imply Australian Government endorsement.