- Scope ID
- S-1
- Team and contractors
- 24 employees and 4 contractors across engineering, support and operations
- Purpose
- An enterprise prospect asks about AI in your company and product.
- Review period
- October 2026 fictional exercise
- Excluded areas and reason
- Examples focus on employee AI use. Customer-facing AI features need separate architecture, model evaluation and data-processing evidence.
- Accountable owner
- Engineering operations lead
- Next review
- 2026-10-22
Cedar Cloud Software — 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
- CodeDraft
- Account or plan
- Company-managed example account
- Team / role
- Engineering
- Business purpose
- Generate test ideas for an internal utility
- Observed information categories — not permission
- Synthetic fixtures and public example code
- Permitted information categories
- Synthetic fixtures and public example code
- Approved use and access conditions
- Engineering manager reviews generated code, dependencies and test results before merge
- Permission decision reference
- Fictional records / Cedar Cloud Software / E-1
- Files, connectors and permitted actions
- No connectors or external actions in this example
- Approval status
- Restricted
- Owner
- Engineering manager
- 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
- SupportDraft
- Account or plan
- Account details awaiting review
- Team / role
- Support
- Business purpose
- Draft responses from customer support tickets
- Observed information categories — not permission
- Customer contacts, logs and possible secrets
- Permitted information categories
- None pending permission review
- Approved use and access conditions
- Support and security owners confirm permitted fields and retention before use
- Permission decision reference
- Not recorded
- Files, connectors and permitted actions
- Not verified
- Approval status
- Unapproved
- Owner
- Engineering manager
- 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
- DocsDraft
- Account or plan
- Company-managed example account
- Team / role
- Product
- Business purpose
- Draft documentation from public product information
- Observed information categories — not permission
- Published release notes and synthetic examples
- Permitted information categories
- Published release notes and synthetic examples
- Approved use and access conditions
- Product owner checks actual behavior and avoids unsupported security or AI claims
- Permission decision reference
- Fictional records / Cedar Cloud Software / E-1
- Files, connectors and permitted actions
- No connectors or external actions in this example
- Approval status
- Restricted
- Owner
- Engineering manager
- 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
- Buyer Alder separates staff-tool use from product AI features. Responses about a product feature remain unresolved until engineering supplies architecture, data-flow and evaluation evidence.
- Contract / instruction reference
- Fictional engagement instruction E-1
- Account owner
- Engineering manager
- Affected use IDs
- U-1; U-2; U-3
- Next review
- 2026-10-22
Policy decisions
- scope rule
- Draft for Cedar Cloud Software: applies to 24 employees and 4 contractors across engineering, support and operations. Examples focus on employee AI use. Customer-facing AI features need separate architecture, model evaluation and data-processing evidence.
- accounts rule
- Use only a reviewed tool, account and purpose combination. Personal accounts and new connectors require review.
- data rule
- Buyer Alder separates staff-tool use from product AI features. Responses about a product feature remain unresolved until engineering supplies architecture, data-flow and evaluation evidence.
- creative rule
- Engineering manager reviews generated code, dependencies and test results before merge
- meetings rule
- Check participant permissions, processing terms and retention before any recording or AI summary.
- contractors rule
- Product owner checks actual behavior and avoids unsupported security or AI claims
- 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 Engineering operations lead. Keep pending requests paused.
- incident rule
- Stop uncertain use, preserve facts and notify the Engineering operations lead through the normal incident process.
- review rule
- The Engineering manager 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
- Engineering operations lead
- approver
- Engineering manager
- 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
- Engineering operations lead
- incident contact
- Engineering operations lead
Requests and exceptions
- Request ID
- EX-1
- Related use ID
- U-2
- Business need
- Draft responses from customer support tickets
- Requested data and access
- Customer contacts, logs and possible secrets
- Decision
- Pending
- Conditions and alternative
- Customer-data processing and log redaction are not yet verified
- Approver
- Engineering manager
- Decision date
- Not recorded
- Expiry / review date
- 2026-10-22
Rollout records
- Activity ID
- RO-1
- Audience
- 24 employees and 4 contractors across engineering, support and operations
- Activity
- Briefing
- Policy version
- 0.3
- Owner
- Engineering 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
- Engineering operations lead
- Planned date
- 2026-10-22
- Actual completion date
- Not recorded
- Evidence reference
- Not recorded
- Result and open gap
- A buyer asks whether its data trains an AI model. Identify the exact product feature, provider, contract and configuration; keep the answer unresolved until the responsible owner verifies the evidence.
Rollout participants
No records yet. Follow-up remains open.
Actions
- Action ID
- A-1
- Related use ID
- U-1
- Action and completion evidence needed
- A suggested dependency still needs provenance and license review. Engineering manager reviews generated code, dependencies and test results before merge
- Owner
- Engineering manager
- 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
- Customer-data processing and log redaction are not yet verified. Support and security owners confirm permitted fields and retention before use
- Owner
- Engineering manager
- 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 contractors have not confirmed personal assistants or repository connections. Product owner checks actual behavior and avoids unsupported security or AI claims
- Owner
- Engineering manager
- 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
- Engineering-approved tool and repository scope
- Approved repository reference
- Fictional records / Cedar Cloud Software / E-1
- Owner
- Engineering 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
- Reviewed customer-data flow and supplier terms
- Approved repository reference
- Fictional records / Cedar Cloud Software / E-2
- Owner
- Engineering 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
- Technical answer approval record
- Approved repository reference
- Fictional records / Cedar Cloud Software / E-3
- Owner
- Engineering 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.