Governance framework & guidance
Why discovery matters
AI can enter through major projects, existing software gaining AI features, online tools adopted by employees, supplier services and informal experiments. A policy cannot govern an AI use the organisation does not know about.
Candidates are not confirmed AI Uses
Employee disclosures first become Candidates. A Candidate is a possible AI use that needs confirmation. It does not count as a confirmed AI Use in portfolio reporting until the organisation verifies that it belongs in the Register and converts it.
The design principle
Contributors disclose what they know. Governance owners and specialists confirm what contributors cannot reasonably know. This improves discovery coverage without creating false confidence from forced technical answers.
Using Swell AI
Discovery campaigns
A Governance Manager can run a campaign for a defined audience or business area. Contributors receive a simple disclosure flow focused on what they do, why they do it and which product they use where known. Drafts and later completion allow people to obtain information rather than guess.
Reviewing a Candidate
- Confirm the business activity and whether AI is actually involved.
- Check for an existing AI Use to avoid duplicates.
- Confirm the business area, owner and product where possible.
- Route unanswered specialist questions to the appropriate reviewer.
- Convert the Candidate to an AI Use when confirmed, or close it with a reason where it is not an organisational AI use.