Create an audit trail for an AI-assisted process
Defines what to record, what evidence to keep, and for how long whenever AI is used in a work process.
The prompt
Help me set up record-keeping for a process where AI is used, so we can show later what happened and why.
The process: [WHAT IT IS and where AI is used - e.g. "AI drafts responses to customer complaints, an agent edits and sends"]
Why records matter here: [e.g. "regulated industry", "customer disputes", "internal audit", "decisions about employees"]
Systems available to store records: [e.g. ticketing system, SharePoint, CRM, shared drive]
Any retention rules I know of: [POLICY or "unknown"]
Return:
1. What to document each time AI is used - tool and version, date, user, purpose, inputs (or a reference to them), prompt, AI output, human edits, reviewer, final decision, and disclosure to the recipient if required. Mark each as Essential or Nice to have for this process.
2. Evidence to retain - which artifacts to keep, in what format, where, and for how long. Flag where keeping the raw input would itself create a privacy risk, and suggest a safer alternative.
3. Audit trail template - a simple log with column headings I can paste into Excel or a form.
4. Lightweight capture - how to record this without adding more than a minute or two per use (templates, required fields, automatic logs).
5. Review routine - who checks the log, how often, and what they look for.
Do not invent retention periods. Where a legal or regulatory period applies, write [CONFIRM RETENTION PERIOD WITH LEGAL/RECORDS TEAM].
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Working with AI prompts
What to fill in
- e.g. ticketing system, SharePoint, CRM, shared drive
- POLICY or "unknown"
- CONFIRM RETENTION PERIOD WITH LEGAL/RECORDS TEAM
How this prompt is built
This prompt follows the Few-Shot structure (Few-shot prompting). A few-shot prompt includes one or more worked examples of the input and the output you want, so the model can copy the pattern instead of guessing it.
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