Leadership report · Decisions, conditions and current uses
| Tool / request | Recorded decision | Reviewer |
|---|---|---|
| Weekly stock summary assistant | Approved with conditionsInternal summaries only; the operations manager checks the totals against the stock system before the summary is shared. | Operations director |
| Product description writer | ApprovedCatalog descriptions only. A person checks sizes, materials and prices before each listing goes live. | Operations director |
| Voice-note transcriber (personal account) | DeclinedDeclined. Calls are not recorded with AI until the people on the call agree and a retention period is set. Delete existing recordings on the personal account. | Operations director |
Showing up to three most recently entered decisions of 3. 3 of 5 uses marked approved in the inventory have no decision record yet. Next action: record the reviewer, decision and conditions for each in Approvals. Entry order is not approval date. Read full conditions in the working record before acting.
| Tool / information boundary | Owner | Approval |
|---|---|---|
| Weekly stock summary assistantProduct codes, stock counts and supplier delivery dates; no customer names, contact details or… | Operations manager | Approved with conditions |
| Customer email reply draftsOrder numbers and delivery status; customer names and contact details removed before drafting. | Customer service lead | Approved with conditions |
| Catalog photo cleanupFernhill’s own product photos only; no people, customer premises or supplier logos. | Sales and marketing lead | Approved with conditions |
| Product description writerPublished supplier specifications only; a person checks sizes, materials and prices before a… | Sales and marketing lead | Approved |
| Supplier quote comparisonSupplier quotes with supplier names replaced by codes; no customer information. | Purchasing lead | Approved with conditions |
| Voice-note transcriber (personal account)Customer and supplier calls, names, voices and price discussions. | Sales representative | Declined |
6 uses recorded. Full inventory and decision history remain in the dashboard and full-record export.
Operations, sales and warehouse, an 18-person wholesaler · Put the AI tools staff already use on record, decide what each may touch, and give the owners a short leadership report by October 15, 2026.
Leadership report · Open work and accountable owners
| Action / risk | Owner | Due |
|---|---|---|
| The weekly summary shows wrong totals and a reorder is missed or doubled.Compare one summary a month with the stock system and record any differences. | Operations manager | Oct 8, 2026 |
| Staff paste customer names or payment details into an unapproved AI tool.Ask each team which tools they use, publish the approved list and brief all 18 staff. | Office manager | Oct 15, 2026 |
| Call recordings made on a personal account before the request was declined have not been…Confirm what was recorded, delete the copies with the sales representative and record the deletion. | Sales manager | Oct 22, 2026 |
Showing 3 of 3 open risks, ordered by recorded impact and due date. Full details remain in the working record.
Policy owner: Operations director. Next review: Dec 15, 2026.
Policy adoption recorded Oct 8, 2026.
2 of 12 readiness items have a recorded owner, evidence reference and In place status. This optional program view is separate from the decisions above.
Prepared by Fictional example · Operations manager. Recorded decisions and excerpted notes, not independent assurance or certification. Use the full record for complete wording, supporting reviews and evidence references.