Other · Commercial & Corporate Advisory
Board paper and resolution approving adoption of an AI system (risk, accountability, monitoring)
Board paper template, decision resolution and minute extract for approving a material AI system. It covers the business case, legal and privacy risks, accountability, human oversight, monitoring and the questions directors should ask.
- Kind
- Other. A precedent that fits none of the other kinds.
- Where it applies
- Australia, European Union
- AI use
- Yellow AI can help in set ways. A lawyer checks specific points before use.
- Law stated as at
- 17 October 2026
- Status
- Maintained. Checked against the cited sources on 17 October 2026.
- Version
- 1
- Source
- Written for this library
When to use it
Use when management asks the board, or a delegated committee, to approve an AI system that will process customer or employee data, inform decisions about people, or be material to operations. For low-risk productivity tools, a management-level approval under the AI policy is usually enough.
How AI may be used
AI may draft the risk summary and register entries from management material. Directors must form and record their own informed judgment, and the lawyer checks the legal analysis.
AI may
- Draft the risk table and AI register entry from the vendor’s documentation and the project brief
- List questions the paper does not yet answer, using the directors’ question list in Part C
- Summarise the vendor contract terms on data use, retention and liability, with clause references
AI must not
- Must not write the recommendation or the directors’ reasons as if they were the board’s own
- Must not describe testing results, accuracy or bias findings that management has not supplied
- Must not process the vendor’s confidential pricing or security documents in an unapproved tool
The lawyer checks
- Privacy analysis covers APP 1.7 to 1.9 from 10 December 2026 if the system informs decisions about individuals
- Claims about the system in the paper are supported by test evidence
- Resolution conditions are specific and someone is accountable for each
Method: how the Green, Yellow and Red levels are decided. This is guidance for planning, not legal advice.
Official form
Open the official form. Always use the current version from the issuer.
Read the full text
The full text is for signed-in accounts. It is free. When you sign in you can:
- read the whole precedent, with its drafting notes beside it;
- copy it, or download it as a Word file or Markdown;
- add it to your firm’s knowledge base, so colleagues can find it;
- let the AI tools you connect read it from that knowledge base.
The summary, the law it rests on and the AI-use guidance above stay public. Privacy.
More in Commercial & Corporate Advisory
- Directors' circulating resolution and minutes of directors' meeting
- ASIC Form 484: change to company details (officeholders, addresses, members and shares)
- Letter of advice to directors on duties and insolvent trading exposure
- Mutual confidentiality agreement (Australian law) with AI-tool use restrictions
- AI use, disclosure, data-training and output-warranty clause for commercial contracts
All precedents for Commercial & Corporate Advisory · Tasks and AI use in this area