- Scope ID
- S-1
- Team and contractors
- 24 staff and 4 freelancers across creative, accounts and operations
- Purpose
- A client asks how AI contributed to its work.
- Review period
- October 2026 fictional exercise
- Excluded areas and reason
- Examples cover everyday agency operations. Rights, licensing and client-contract decisions need your normal specialist review.
- Accountable owner
- Agency operations lead
- Next review
- 2026-10-22
Meridian Creative — fictional records
Completed example with unresolved work. No source documents or customer records are included.
Policy scope
AI uses
- Use ID
- U-1
- Tool or embedded feature
- DraftDesk
- Account or plan
- Company-managed example account
- Team / role
- Creative
- Business purpose
- Draft campaign concepts from published brand information
- Observed information categories — not permission
- Published brand information and company-owned mock briefs
- Permitted information categories
- Published brand information and company-owned mock briefs
- Approved use and access conditions
- Account director checks claims, rights and engagement instructions before delivery
- Permission decision reference
- Fictional records / Meridian Creative / E-1
- Files, connectors and permitted actions
- No connectors or external actions in this example
- Approval status
- Restricted
- Owner
- Account director
- Source reference
- Fictional staff disclosure and review note
- Evidence confidence
- Self-reported
- Next review
- 2026-10-22
- Use ID
- U-2
- Tool or embedded feature
- MeetingNote
- Account or plan
- Account details awaiting review
- Team / role
- Accounts
- Business purpose
- Summarize project meetings
- Observed information categories — not permission
- Client discussions, participant names and recordings
- Permitted information categories
- None pending permission review
- Approved use and access conditions
- Engagement owner checks recording permission, participants and retention before use
- Permission decision reference
- Not recorded
- Files, connectors and permitted actions
- Not verified
- Approval status
- Unapproved
- Owner
- Account director
- Source reference
- Fictional staff disclosure and review note
- Evidence confidence
- Self-reported
- Next review
- 2026-10-22
- Use ID
- U-3
- Tool or embedded feature
- ConceptLab
- Account or plan
- Company-managed example account
- Team / role
- Freelancers
- Business purpose
- Explore internal visual directions
- Observed information categories — not permission
- Company-owned mock assets only
- Permitted information categories
- Company-owned mock assets only
- Approved use and access conditions
- Creative lead checks rights and client restrictions before any external use
- Permission decision reference
- Fictional records / Meridian Creative / E-1
- Files, connectors and permitted actions
- No connectors or external actions in this example
- Approval status
- Restricted
- Owner
- Account director
- Source reference
- Fictional staff disclosure and review note
- Evidence confidence
- Self-reported
- Next review
- 2026-10-22
Client restrictions
- Restriction ID
- CR-1
- Client / engagement reference
- Fictional Alder engagement
- AI, data, disclosure or rights restriction
- Engagement Alder excludes confidential briefs, unreleased assets and client recordings from AI tools unless written permission is recorded.
- Contract / instruction reference
- Fictional engagement instruction E-1
- Account owner
- Account director
- Affected use IDs
- U-1; U-2; U-3
- Next review
- 2026-10-22
Policy decisions
- scope rule
- Draft for Meridian Creative: applies to 24 staff and 4 freelancers across creative, accounts and operations. Examples cover everyday agency operations. Rights, licensing and client-contract decisions need your normal specialist review.
- accounts rule
- Use only a reviewed tool, account and purpose combination. Personal accounts and new connectors require review.
- data rule
- Engagement Alder excludes confidential briefs, unreleased assets and client recordings from AI tools unless written permission is recorded.
- creative rule
- Account director checks claims, rights and engagement instructions before delivery
- meetings rule
- Check participant permissions, processing terms and retention before any recording or AI summary.
- contractors rule
- Creative lead checks rights and client restrictions before any external use
- agents rule
- No autonomous actions or new system permissions without the existing change-owner approval.
- people rule
- Consequential decisions about people are outside this initial policy exercise.
- requests rule
- Send new uses and exceptions to the Agency operations lead. Keep pending requests paused.
- incident rule
- Stop uncertain use, preserve facts and notify the Agency operations lead through the normal incident process.
- review rule
- The Account director reviews sources and output before external delivery. Review the policy when tools, contracts or data boundaries change.
Document control
- policy version
- 0.3
- policy owner
- Agency operations lead
- approver
- Account director
- approval date
- Not recorded
- effective date
- Not recorded
- review date
- 2026-10-22
- approval reference
- Not recorded
- status
- Draft
- full policy location
- Fictional handbook / draft AI policy
- approved list location
- Fictional approved-use list / review pending
- requests contact
- Agency operations lead
- incident contact
- Agency operations lead
Requests and exceptions
- Request ID
- EX-1
- Related use ID
- U-2
- Business need
- Summarize project meetings
- Requested data and access
- Client discussions, participant names and recordings
- Decision
- Pending
- Conditions and alternative
- Historical recordings on a personal account have not been inventoried
- Approver
- Account director
- Decision date
- Not recorded
- Expiry / review date
- 2026-10-22
Rollout records
- Activity ID
- RO-1
- Audience
- 24 staff and 4 freelancers across creative, accounts and operations
- Activity
- Briefing
- Policy version
- 0.3
- Owner
- Agency operations lead
- Planned date
- 2026-10-22
- Actual completion date
- Not recorded
- Evidence reference
- Not recorded
- Result and open gap
- Planned only. Approval of the staff policy must precede rollout.
- Activity ID
- RO-2
- Audience
- Staff and contractors after policy approval
- Activity
- Understanding check
- Policy version
- 0.3
- Owner
- Agency operations lead
- Planned date
- 2026-10-22
- Actual completion date
- Not recorded
- Evidence reference
- Not recorded
- Result and open gap
- A freelancer wants to upload an unreleased client image to a personal tool. Pause that use, check the engagement restriction and request a reviewed account/use decision.
Rollout participants
No records yet. Follow-up remains open.
Actions
- Action ID
- A-1
- Related use ID
- U-1
- Action and completion evidence needed
- Client approval for unreleased assets remains outstanding. Account director checks claims, rights and engagement instructions before delivery
- Owner
- Account director
- Due date
- 2026-10-22
- Status
- In progress
- Completion evidence reference
- Follow-up evidence not yet supplied
- Action ID
- A-2
- Related use ID
- U-2
- Action and completion evidence needed
- Historical recordings on a personal account have not been inventoried. Engagement owner checks recording permission, participants and retention before use
- Owner
- Account director
- Due date
- 2026-10-22
- Status
- Blocked
- Completion evidence reference
- Follow-up evidence not yet supplied
- Action ID
- A-3
- Related use ID
- U-3
- Action and completion evidence needed
- Two freelancers have not confirmed their account or data inputs. Creative lead checks rights and client restrictions before any external use
- Owner
- Account director
- Due date
- 2026-10-22
- Status
- In progress
- Completion evidence reference
- Follow-up evidence not yet supplied
Evidence
- Evidence ID
- E-1
- Related use ID
- U-1
- What this record supports
- Engagement-specific AI instruction
- Approved repository reference
- Fictional records / Meridian Creative / E-1
- Owner
- Agency operations lead
- Reviewed on
- 2026-10-08
- Scope and limitations
- Illustrative reference only; underlying source document is not included.
- Evidence ID
- E-2
- Related use ID
- U-2
- What this record supports
- Approved account and use list
- Approved repository reference
- Fictional records / Meridian Creative / E-2
- Owner
- Agency operations lead
- Reviewed on
- 2026-10-08
- Scope and limitations
- Requested; not yet supplied. No permission is established.
- Evidence ID
- E-3
- Related use ID
- U-3
- What this record supports
- Creative delivery review record
- Approved repository reference
- Fictional records / Meridian Creative / E-3
- Owner
- Agency operations lead
- Reviewed on
- 2026-10-08
- Scope and limitations
- Illustrative reference only; underlying source document is not included.
Imported source records
No records yet. Follow-up remains open.