Same AI tool. Three uses. Three different approval decisions.
Review the purpose, people affected and permitted actions of each AI use.
Begin with the use
Consider a fictional company using the same assistant across three teams: internal notes, refund recommendations and applicant ranking. The software may be the same, but the information, people affected and decisions differ.
For an internal note-taking assistant, review which information it can access, who checks the draft and how corrections reach the people who receive it. Approval for that workflow should not quietly authorize another use.
Make authority concrete
For refund recommendations, distinguish suggesting an answer from actually issuing a refund. Record the rules, approval step and person responsible for exceptions.
For applicant ranking, ask who sees the full pool and how a ranking can be challenged. The workflow can influence who receives meaningful consideration even when a human makes the final hiring decision. These examples explain practical review questions; they do not assign a universal legal classification.
Keep a separate decision record
For each use, record its purpose, owner, people affected, information, permitted actions and supporting evidence. Start with one workflow and make the boundaries explicit before extending approval.
Anvaylo’s AI Accountability Toolkit provides an executive guide, assessment and working records to help teams connect ownership, authority and evidence. This is a fictional illustration with no customer results claimed.
Read the video transcript
Same AI tool. Three uses. Does one approval cover all three? Consider a fictional company using one assistant across three teams.
First, it drafts internal meeting notes. A person checks the draft before sharing it. The review should cover the information used, who can access it and how mistakes are corrected.
Next, it recommends customer refunds. Now money and customer treatment are involved. Who approves the recommendation? What rules apply? Can the assistant issue a refund, or only suggest one?
Third, it ranks job applicants. The order can influence who gets considered. Recruiters need a way to inspect the full pool, challenge rankings and examine whether the process treats people fairly.
The software is the same. The purpose, permissions and consequences differ. Record each use separately: its owner, the people affected, the allowed actions and the evidence needed.
Start with one real workflow. Make its boundaries clear before extending approval to another use. That gives the next decision a clearer basis.
Anvaylo's AI Accountability Toolkit helps your team clarify ownership, define permitted authority and assemble the evidence behind an AI deployment.
Download this toolkit, and explore others like it, from the Resources page at anvaylo.com/resources.
Explore the related executive guide and companion working records.
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