Intake & Triage
Routing Logic
How AI use cases are routed from intake to the right level of review.
Routing Flow
Use Case Submitted
│
▼
Triage (Chair / Designee)
│
├── Tier 1 (Low) ──────► Champion confirms ──► Approved
│
├── Tier 2 (Medium) ───► Champion reviews ──► Approved / Escalated
│
├── Tier 3 (High) ─────► Council review ───► Decision
│
└── Tier 4 (Prohibited) ► Executive sponsor ► Blocked / ExceptionRouting Rules
| Tier | Primary Reviewer | Can Approve? | Escalation Path |
|---|---|---|---|
| Tier 1 | Champion | Yes | Escalate to council if uncertain |
| Tier 2 | Champion + specialist (if needed) | Yes, with conditions | Escalate to council for complex cases |
| Tier 3 | Full council | Yes | Escalate to executive sponsor |
| Tier 4 | Executive sponsor | Block or grant exception | Board committee for organization-wide precedent |
Specialist Referral
Some cases require specialist input regardless of tier:
| Domain | Specialist | When to Refer |
|---|---|---|
| Security | CISO / security team | Generative AI, internet-facing systems, systems processing sensitive data |
| Privacy | DPO / privacy team | Personal data processing, cross-border data flows, new data sources |
| Legal | Legal counsel | Regulated domains, contractual obligations, IP concerns |
| Accessibility | Accessibility lead | Customer-facing systems, employee tools |
| Domain expert | Varies | Healthcare AI → clinical expert, financial AI → risk officer, etc. |
Turnaround Times
| Tier | Target Turnaround |
|---|---|
| Tier 1 | 2 business days |
| Tier 2 | 5 business days |
| Tier 3 | 10 business days (next council meeting) |
| Tier 4 | Case-by-case |
Pre-Approved Patterns
To reduce review overhead, the council can define pre-approved patterns, categories of use that have already been reviewed and approved at the policy level. Teams using a pre-approved pattern complete a simplified registration and champion confirmation, regardless of what the tiering worksheet suggests.
Examples of pre-approved patterns:
- Use of approved code-completion tools by engineering teams
- Use of approved transcription tools for internal meetings
- Standard analytics dashboards using aggregated, non-personal data
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# Routing Rules
| Tier | Primary Reviewer | Can Approve? | Escalation Path | Target Turnaround |
|------|-----------------|-------------|-----------------|-------------------|
| Tier 1 (Low) | Champion | Yes | Escalate to council if uncertain | 2 business days |
| Tier 2 (Medium) | Champion + specialist | Yes, with conditions | Escalate to council for complex cases | 5 business days |
| Tier 3 (High) | Full council | Yes | Escalate to executive sponsor | 10 business days |
| Tier 4 (Prohibited) | Executive sponsor | Block or grant exception | Board committee for organization-wide precedent | Case-by-case |
## Specialist Referral Triggers
| Domain | Specialist | When to Refer |
|--------|-----------|---------------|
| Security | CISO / security team | Generative AI, internet-facing, sensitive data |
| Privacy | DPO / privacy team | Personal data, cross-border flows, new data sources |
| Legal | Legal counsel | Regulated domains, contractual obligations, IP concerns |
| Accessibility | Accessibility lead | Customer-facing systems, employee tools |
| Domain expert | Varies | Healthcare, financial, etc. |
## Pre-Approved Patterns
| Pattern | Conditions | Registration Required? |
|---------|-----------|----------------------|
| | | |
| | | |