Clear boundaries.
Responsible operation.
Data handling and operating responsibilities are part of the design. The decisions below should be agreed for the specific workflow, its users, and its risks before implementation.
Before data access.
Know what information is needed.
Identify the data required for the task, its sensitivity, where it originates, and who is authorized to share it. Use representative sample information for feasibility work where appropriate.
Agree access and responsibility.
Define which people and systems need access, what actions are allowed, and who approves that access. Identify who owns the source systems and who can revoke access.
Resolve storage and retention.
Agree where working data, outputs, backups, and logs may be stored, how long they are needed, and the deletion and handoff requirements.
When AI is involved.
Choose providers deliberately.
Review which providers would receive information and the applicable service settings and terms, including retention, model-training use, and processing location. A provider’s policy is not a substitute for project-specific approval.
Keep actions within bounds.
Define approved information sources, tools, and actions. Identify decisions that require a person’s approval and what happens when the system is uncertain or fails.
Evaluate on representative work.
Test expected cases, exceptions, and failure behavior before rollout. Identify which sources and decision records must remain available for review.
Before production.
- Agree the deployment environment, user roles, and operational owner.
- Define monitoring, error handling, escalation, and recovery requirements.
- Validate the workflow with the people who will operate it.
- Document the handoff, access changes, and support responsibilities.
Ownership should
be explicit.
The engagement terms should identify ownership of custom work, rights to pre-existing components, third-party licenses, access to repositories and environments, and the materials included in the handoff.
These terms depend on the work and must be resolved in the project agreement. A technical design does not replace that agreement.
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