Meridian Creative — fictional records

Completed example with unresolved work. No source documents or customer records are included.

Program timeline

kickoff
2026-10-08
target complete
2026-10-22

AI Governance Policy and Charter

wording
Meridian Creative records AI uses, assigns review owners and keeps unresolved evidence visible. Examples cover everyday agency operations. Rights, licensing and client-contract decisions need your normal specialist review.
owner
Agency operations lead
evidence location
Fictional draft charter
last reviewed
2026-10-08
s
1

Policy record

owner
Agency operations lead
adopted date
2026-10-08
next review
2026-10-22
review frequency
Quarterly and on material changes

AI Acceptable Use Policy

No records yet. Follow-up remains open.

AI System and Use-Case Inventory

System or use case
DraftDesk
Owner
Account director
Description and purpose
Draft campaign concepts from published brand information
Vendor or in-house
Vendor
Data used
Published brand information and company-owned mock briefs
Personal or sensitive data
No
Population affected
Staff
Risk tier
Limited
Frameworks in scope
Internal working assessment only; not a regulatory classification
Inventory status
Approved with conditions
Last review
2026-10-08
Next review due
2026-10-22
System or use case
MeetingNote
Owner
Account director
Description and purpose
Summarize project meetings
Vendor or in-house
Vendor
Data used
Client discussions, participant names and recordings
Personal or sensitive data
Yes
Population affected
Staff
Risk tier
High
Frameworks in scope
Internal working assessment only; not a regulatory classification
Inventory status
Declined
Last review
2026-10-08
Next review due
2026-10-22
System or use case
ConceptLab
Owner
Account director
Description and purpose
Explore internal visual directions
Vendor or in-house
Vendor
Data used
Company-owned mock assets only
Personal or sensitive data
No
Population affected
Staff
Risk tier
Limited
Frameworks in scope
Internal working assessment only; not a regulatory classification
Inventory status
Approved with conditions
Last review
2026-10-08
Next review due
2026-10-22
System or use case
WriteAssist
Description and purpose
Draft internal emails, agendas and process notes
Data used
Internal operational notes only; no client records or personal data
Risk tier
Low
Inventory status
Approved
Owner
Agency operations lead
Vendor or in-house
Vendor
Personal or sensitive data
No
Population affected
Staff
Frameworks in scope
Internal working assessment only; not a regulatory classification
Last review
2026-10-08
Next review due
2026-10-22
System or use case
ResearchBrief
Description and purpose
Summarize published articles and public guidance for internal briefings
Data used
Published sources only; summaries are checked against the source before reuse
Risk tier
Low
Inventory status
Approved with conditions
Owner
Agency operations lead
Vendor or in-house
Vendor
Personal or sensitive data
No
Population affected
Staff
Frameworks in scope
Internal working assessment only; not a regulatory classification
Last review
2026-10-08
Next review due
2026-10-22

AI Use-Case Approval Form

Requestor
Creative lead
Team
Creative
Date
2026-10-08
Tool or use case
DraftDesk
Data it will touch
Published brand information and company-owned mock briefs
Who is affected
Staff
Approved tools considered
Manual drafting and source review
Vendor risk assessment
Not attached
Proposed risk tier
Limited
Decision
Approved with conditions
Conditions
Account director checks claims, rights and engagement instructions before delivery; restricted to public or synthetic inputs pending supplier review.
Reviewer
Account director
Business purpose
Draft campaign concepts from published brand information
Date needed
2026-10-22
Requestor
Accounts lead
Team
Accounts
Date
2026-10-08
Tool or use case
MeetingNote
Data it will touch
Client discussions, participant names and recordings
Who is affected
Staff
Approved tools considered
Continue the existing manual workflow
Vendor risk assessment
Not attached
Proposed risk tier
High
Decision
Declined
Conditions
Real-data pilot declined until permission and vendor review are complete.
Reviewer
Account director
Business purpose
Summarize project meetings
Date needed
2026-10-22
Requestor
Freelancers lead
Team
Freelancers
Date
2026-10-08
Tool or use case
ConceptLab
Data it will touch
Company-owned mock assets only
Who is affected
Staff
Approved tools considered
Manual drafting and source review
Vendor risk assessment
Attached
Proposed risk tier
Limited
Decision
Approved with conditions
Conditions
Reason: vendor assessment attached and inputs limited to company-owned mock assets only. Condition: Creative lead checks rights and client restrictions before any external use.
Reviewer
Account director
Business purpose
Explore internal visual directions
Date needed
2026-10-22
Decision review date
2026-10-22

AI Risk Register

Risk description
Client approval for unreleased assets remains outstanding
Related system or use case
DraftDesk
Category
Operational
Likelihood
Medium
Impact
Medium
Current controls
Account director checks claims, rights and engagement instructions before delivery
Owner
Account director
Mitigation action
Complete the review and record the outcome.
Due date
2026-10-22
Status
Mitigating
Accepted by and why
Not recorded
Risk description
Historical recordings on a personal account have not been inventoried
Related system or use case
MeetingNote
Category
Data
Likelihood
Medium
Impact
High
Current controls
Engagement owner checks recording permission, participants and retention before use
Owner
Account director
Mitigation action
Pause the use and obtain the missing evidence.
Due date
2026-10-22
Status
Mitigating
Accepted by and why
Not recorded
Risk description
Two freelancers have not confirmed their account or data inputs
Related system or use case
ConceptLab
Category
Operational
Likelihood
Medium
Impact
Medium
Current controls
Creative lead checks rights and client restrictions before any external use
Owner
Account director
Mitigation action
Complete the review and record the outcome.
Due date
2026-10-22
Status
Mitigating
Accepted by and why
Not recorded

Data Governance Standard for AI

wording
Classify inputs before use: public or synthetic material is distinct from confidential client records. Engagement Alder excludes confidential briefs, unreleased assets and client recordings from AI tools unless written permission is recorded.
owner
Agency operations lead
evidence location
Fictional records / Meridian Creative / E-1
last reviewed
2026-10-08
s
1
wording
Use the minimum information needed for the recorded purpose; exclude unnecessary identifiers, credentials and unrelated client material.
owner
Agency operations lead
evidence location
Fictional records / Meridian Creative / E-2
last reviewed
2026-10-08
s
1
wording
Client discussions, participant names and recordings require a specific review of permissions and safeguards before any approved processing.
owner
Agency operations lead
evidence location
Fictional records / Meridian Creative / E-3
last reviewed
2026-10-08
s
1
wording
Account director must check vendor retention, deletion and training-use settings for the actual account. Unverified settings remain an open action.
owner
Agency operations lead
evidence location
Fictional records / Meridian Creative / E-1
last reviewed
2026-10-08
s
1
wording
Account director checks claims, rights and engagement instructions before delivery. Record corrections and unresolved checks before sharing output.
owner
Agency operations lead
evidence location
Fictional records / Meridian Creative / E-2
last reviewed
2026-10-08
s
1

Human Oversight and Escalation Procedure

No records yet. Follow-up remains open.

AI Incident Response Runbook

No records yet. Follow-up remains open.

Roles and Responsibilities (RACI)

No records yet. Follow-up remains open.

ISO 42001 Readiness Checklist

No records yet. Follow-up remains open.

Imported source records

No records yet. Follow-up remains open.