What I look for is evidence that AI use is being reviewed as things change, rather than documented once at set-up and left. A dated record of who was involved, what was discussed and what action followed answers that, and it is the natural place for tools already in use without approval to surface.
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Further guidance on reviewing AI use across the organisation:
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AI Focus Committee Form Template
A committee record for reviewing how the organisation uses artificial intelligence - the arrangements in place, the systems in use, emerging capabilities and threats - and capturing the issues, suggestions and actions that come out of it.
ISO 42001 expects AI use to be reviewed and expects communication to run in both directions between management and the people using the tools. A focus committee is the practical way to do both, and this form is its record. It includes its own guidance note, so there is no separate document to buy.
Built for ISO 42001
The form supports the review and communication requirements of the standard:
- A recorded review of current AI arrangements and the systems actually in use
- Two-way communication between management and operatives, with members responsible for gathering input from their own areas
- Actions routed to the issues tracker rather than lost in meeting notes
- A named Focus-AI Lead, and a review frequency set to current requirements with the next date recorded
What's Included in this AI Focus Committee Form
A single form covering the meeting and its outcome, plus a guidance note:
- Header - date of review, the Focus-AI Lead, members and contributors, and the agenda or specific issues for consideration
- Review - current AI arrangements and systems in use, and any issues or concerns raised
- Suggestions - what could be improved, resource requirements and other suggestions
- Summary and conclusions - the outcome of the review
- Recommended actions - items raised, the action taken, and confirmation of what has gone to the issues tracker
- Review, approval and closure - sign-off that findings have been reviewed and action taken or arranged
- Notes and guidance - the purpose of the committee, how participation works, how to run it formally or by circulating the form for remote comment, and a prompt list covering approved tools, new use cases, emerging threats, AI incidents and misuse, data handling, legal and regulatory requirements, training and competence, and the related registers
Who Needs an AI Focus Committee Form?
Any organisation where AI tools are spreading faster than the policy covering them. The committee is the mechanism that surfaces shadow AI - the tools people have started using without telling anyone - and gives staff a route to raise a concern before it becomes an incident.
Included in the ISO 42001 Toolkit
This form is part of the ISO 42001 Toolkit - the policies, procedures, registers, audit checklists and guidance for running an AI management system in one download. The other three AI forms are listed on the F-AI forms page.
Pairs with the AI Risks and Controls Register
The committee reviews what is on the ER42 AI Risks and Controls Register and the approved-tools list it holds, and anything new it finds goes back onto the register.