Pause use until an owner and suitability evidence are | AIGP
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Pause use until an owner and suitability evidence are: Which approach is most defensible?

AIGP Understanding the Foundations of AI Governance Hard

Pause processing until ownership and concrete data-suitability evidence are recorded.

The question

A finance department discovers an employee using a vendor’s document-processing assistant outside the approved inventory. The tool handles customer statements, the vendor will not disclose transformation details, and no internal owner has accepted responsibility. The intake policy must prevent use until both accountability and data suitability are established. Which approach is most defensible?

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  1. Pause use until an owner and suitability evidence are documented. ✓
    This prevents processing until internal accountability is assigned and the organization has enough evidence to judge whether the customer statements are suitable for the service.
  2. Permit limited use while procurement requests technical documentation.
    Restricted use still processes customer statements while both required conditions remain unresolved.
  3. Add the vendor to the inventory using its published product description.
    Listing the product does not assign an accountable owner or establish evidence about transformations and data suitability.
  4. Require supplier certification before assigning an internal owner.
    Supplier certification may provide scoped evidence, but it cannot replace the organization’s decision to assign responsibility.
The trap
An inventory entry is not enough: require an accountable owner and evidence supporting the intended data use.

How to remember it

Pause processing until ownership and concrete data-suitability evidence are recorded.

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