AI scoping records
Which AI tools and uses have owners?
Build a current register that connects each AI use to a purpose, owner and output.
What examiners look for
The examiner focus is a usable view of current AI use. General awareness that AI exists is different from a maintained register. The Work Program points to records showing where a system is used, its purpose and its outputs. A product name alone does not explain the work performed with it.
CSBS Examiner Work Program, initial scoping 2. Checked October 16, 2026.
Which records answer the question
- Use the inventory or list of systems, tools and uses.
- Attach business-purpose and ownership records to the relevant entry.
- Keep risk assessments linked to the use they cover.
- Record changes that could make an entry out of date.
Where the answer directs review
A Yes directs attention to AI Inventory and Use Cases in the guide. An incomplete picture can lead to follow-up about the basis for governance. The aim is to understand the institution's current uses. Keep the last review date and the person responsible for each entry easy to find.
Core Examiner Guide, page 3. Checked October 16, 2026.
Two gaps to check
The register contains a single entry for an entire software suite. Separate uses when their outputs, owners or data access differ. A staff drafting feature and a customer response feature may need distinct review questions.
Every row names the technology team as owner. Identify the business role that can explain the purpose and accept the operating conditions. Technical administration and responsibility for the business use are different tasks.
How to prepare the record
Start with records the institution already maintains. Give each use a stable reference and keep earlier versions when the entry changes. Note what supports the description and which fields remain unknown. Assign an owner to return missing information. A filled field should not imply that its evidence has been inspected or found adequate.
A row behind the question
Illustrative inputs, not a client.
| Use | Where it runs | Data it can touch | Owner | Evidence on hand | Question still open |
|---|---|---|---|---|---|
| Staff drafting assistant | Approved enterprise service | Procedure text; other inputs not checked | Operations role awaiting confirmation | Tool list and stated purpose | Who reviews the output before staff rely on it? |
What the reviewer should retain
A useful inventory supports the next review without reconstruction. The reader can find the source version, open question and accountable role from the entry. Keep institution decisions distinct from these descriptions. When the use expands, retain the old entry and identify the facts that need another look.
Prepare the next step
Review customer impact next, including outputs that guide an employee's judgment.