AI Monitoring Checklist

AI Monitoring Checklist

A reusable manual review checklist based on the answers supplied. It does not monitor an AI system, send reminders, or certify that the use is safe or compliant.

Review scope

• Tool / vendor: Fictional Draft Assistant
• Use case: Draft public product descriptions
• Responsible owner: Team lead
• Risk level: Medium
• Use context: Customer-facing content or support replies
• Data categories: Public information
• Human review: Yes — every output is reviewed before it is used
• Chosen cadence: Monthly
• Next review date: 2026-11-02

The cadence is your operational choice, not a regulatory deadline. Review again after material changes or incidents even if the next routine review is later.

No missing setup fields were found. The owner must confirm that the checks fit the actual use and approval conditions.

Output quality

• ☐ Include typical and edge cases in the review; record failure patterns and confirm safeguards address them.
• ☐ Test realistic customer questions and check responses for accuracy, appropriate tone, unsupported promises, and escalation to a person.

Human review and escalation

• ☐ Verify that a person reviews every output before use; sample the evidence and check that review is meaningful.
• ☐ Confirm the owner and escalation contact are reachable, and staff know when to stop use and report a problem.

Data handling

• ☐ Confirm public information is accurate and appropriate to reuse in the intended output.

Vendor changes and approval conditions

• ☐ Compare actual use with the recorded approval scope and conditions; resolve drift before expanding use.
• ☐ Check for changes to the vendor's terms, training settings, retention, subprocessors, product tier, or model behavior.
• ☐ Revisit the risk assessment and vendor review when the use case, data, vendor, or safeguards change materially.

Incidents and corrective actions

• ☐ Review errors, complaints, incidents, and near misses; follow the incident response procedure when information or people may be affected.
• ☐ Assign each finding a corrective action, responsible person, and target date; verify the fix and record evidence before closing it.

Review findings and action log

• Review completed on: ______________
• Findings / affected outputs: ______________
• Corrective action: ______________
• Responsible person: ______________
• Target date: ______________
• Fix verified / evidence: ______________
• Next review date: 2026-11-02

This toolkit provides practical operational guidance and templates for AI usage management. It is not legal advice, does not guarantee regulatory compliance, and should be reviewed by qualified professionals where appropriate.