AI Management
Turn AI into a business advantage
Through the introduction of an AI Management System (AIMS), you will provide a structured framework for using artificial intelligence efficiently, safely and responsibly to achieve your organisation’s strategic objectives.
It brings AI governance, oversight and operational controls into one integrated framework, helping your organisation improve productivity, support innovation and manage risks within its risk appetite.
A well-designed AIMS establishes clear policies, approved AI use cases, monitoring requirements, human oversight for high-risk decisions and effective incident response arrangements.
The business opportunity is clear: Adopt AI with greater confidence, capture its productivity and innovation benefits and establish the foundations for sustainable growth.
An AIMS transforms AI governance into a practical business capability - helping your organisation innovate responsibly, manage risk proactively and realise greater value from its investment in AI.
Realise the benefits of AI more quickly
Discover Shadow AI and Unlock Business Opportunities
Understanding how AI is being used across your organisation creates an opportunity to improve productivity, strengthen governance and maximise business value. Which AI tools are employees using and are they approved by your organisation? How can confidential information be protected while enabling employees to benefit from AI? What AI systems are your third-party service providers using? Gaining visibility of AI use across your organisation is the first step towards establishing an effective AI Management System that supports safe innovation, informed decision-making and sustainable business growth.
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Your current identity management infrastructure can be leveraged to help identify who is using AI and accessing unauthorised Third Party platforms.
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Unapproved browser extensions, desktop applications and web based AI services will be checked.
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Automated discovery engines will scan your cloud environments and your data to locate any uncatalogued AI models.
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Verify that there are no new purchases of AI systems that are not catalogued and approved.
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If unauthorised systems are located, implement automated triage and remediation to avoid exposure.
Complete an AI Governance Maturity Survey
Take this quick and informative maturity survey from OneTrust. It explains why AI Governance matters and clearly lays a path to improving your organisation’s maturity.
Using your responses, it will assess where your organisation is on the journey to mature, effective and efficient governance.
Policy for an AI Management System (AIMS)
An effective Policy establishes the scope, governance and operation of AI across your organisation, creating a clear framework for safe and productive innovation. It enables employees to use AI efficiently while maintaining business priorities, delivery deadlines and alignment with your strategic objectives.
The Policy promotes responsible stewardship, ethics and safety, ensuring AI initiatives support business performance and operate within the organisation’s Risk Appetite Statement.
Board approval demonstrates leadership commitment to responsible AI adoption, providing a strong foundation for improved productivity, informed decision-making and sustainable business growth.
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We provide a pre-configured, customisable Policy template aligned to leading global standards to help you rapidly establish your Policy for your AIMS.
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As part of the Policy development, we facilitate the completion of AI impact assessments to define risk tolerances, operational guardrails and data privacy boundaries based on specific enterprise use cases in order to establish materiality of AI initiatives. The resilience of material AI systems must be addressed to ensure your business continuity.
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We provide a central policy management hub to document, version-control and track policy adoption across the organisation.
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The Policy continuously compares AI use, models and employees’ usage patterns against established policies to detect, log and remediate non-compliant activities in real time, to ensure your business activities are not slowed down by safety. Monitoring is active through the lifecycle of the AI initiative.
Establish Governance of the AIMS
Establishing a robust, scalable governance framework for the AIMS by combining cross-functional decision frameworks, unified inventory discovery and continuous risk monitoring will ensure you reap the benefits quickly and safely from new AI initiatives.
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Establish a cross functional oversight committee, connecting managers from the business, Privacy, Security, Legal, Risk, Business Resilience and IT/Cybersecurity departments. Identify your organisation’s Accountable Executive, who will be responsible for the implementation of the Policy.
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The Policy will detail how new AI initiatives should be aligned with your organisation’s strategic objectives - ensuring maximum value from your investment.
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Standardise roles across business owners, legal, security, privacy, business resilience and IT/Cybersecurity to establish clear decision guardrails, codifying when project teams require formal approval for new initiatives.
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Building on the outcome of the Discovery results, establish a single source of truth inventory of all AI models, datasets, autonomous agents and Third Party capabilities across internal systems and SaaS applications.
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Maps organisational initiatives against your Risk Appetite Statement and relevant standards to automatically rank system risk based on data confidentiality, business impact and deployment context.
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Establish clear approval checkpoints and automated policy controls to enable the safe and efficient deployment of autonomous AI agents. Integrate AI workflows and risk reviews into the software delivery pipeline. Establish proportionate safeguards and human oversight of material systems before production deployment. This approach supports responsible innovation, streamlines approvals and accelerates the delivery of business value.
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Continuously monitor deployed models and agents for policy drift, unauthorised data exposures and performance degradation to generate verifiable, audit-ready evidence for regulatory bodies, executive oversight and customer attestations.
The Regulators
Are you regulated?
ASIC, APRA and the OAIC have published new regulations and advice on the use of AI by Australian organisations. In the EU, UK and Asia there have also been major regulatory developments in the recent past.
Here we have provided a high level summary of the most notable.
ASIC
Report 398 – “Beware the gap: Governance arrangements in the face of AI innovation” dated 29 October 2024.
ASIC reviewed how 23 AFS licensees and credit licensees were using and planning to use artificial intelligence, and how they identified and mitigated associated consumer risks. This report outlines the key findings from the review:
APRA
In April 2025 APRA published a letter to banks, insurers and superannuation trustees warning that their risk management and governance practices were lagging behind rapid their AI adoption.
The advice in the letter should be read in conjunction with APRA standard CPS 230's existing requirements around delivering Critical Operations and the risks presented by service providers.
Resilience and continuity of material services need to be carefully considered when AI systems are deployed in regulated entities.
Changes to the Australian Privacy Act
From 10 December 2026 there are important changes to the Australian Privacy Act that will come into force for Government departments or organisations with more than $3M/yr revenue. If the organisation uses computer systems for Automated Decision Making (ADM), then it needs to comply with Australian Privacy Principles guidance outlined in APP 1.7 to 1.9.
The Privacy Policy must detail:
The kinds of personal information used in the organisation’s automated decision making.
The kinds of decisions made solely by these systems.
The kinds of decisions they substantially inform.
See below for a useful page from the OAIC:
Direct Advice from the Privacy Commissioner
It feels like everybody is using AI, one way or another. Some organisations already have a well-developed and understood AI Policy and employees use only the permitted AI tools for their work.
There will be other organisations where there is no AI Policy and employees can use any free AI tool. If your company is in the second category, the Privacy Commissioner advises that employees should not enter any Privately Identifiable Information (PII) into these tools, because of the risks involved.
“As a matter of best practice, the OAIC recommends that organisations do not enter personal information, and particularly sensitive information, into publicly available generative AI tools, due to the significant and complex privacy risks involved.”
The same care should be taken by employees loading commercially sensitive information.
At the very least, conduct a Discovery survey inside your organisation to get a better understanding of what your employees are doing today. This won’t take long and will at least tell you whether you have a problem.
Check out our section above on Discovering Shadow AI.
Where next?
Not sure where to start with your AI governance? Get in touch and we'll help you work out what's relevant to your organisation.
Get in touch