What is an AI Intake Assessment?

An AI Intake Assessment is a structured questionnaire used to register new AI initiatives within your organization. It captures essential information about an AI system at the earliest stage of its lifecycle, ensuring your governance team has visibility and oversight from the very beginning.

Think of it as the front door to your AI governance process. Before a new AI system is developed or deployed, the Intake Assessment collects the information your team needs to make informed decisions about risk, compliance, and oversight requirements.

Why early visibility matters

One of the biggest challenges in AI governance is knowing what AI is being built or adopted across your organization. Without a structured intake process, new AI projects can launch without anyone assessing the risks, checking regulatory requirements, or ensuring alignment with internal policies.

Our AI Intake Assessment solves this by creating a consistent entry point for every new AI initiative. It ensures that governance begins before development or deployment - not after.

What information the intake captures

The AI Intake Assessment collects structured responses covering the most critical aspects of a new AI initiative:

• System purpose and intended use - What the AI system is designed to do and what problems it solves
• Stakeholders and ownership - Who is responsible for the system and who will be affected by it
• Data sources and model design - What data the system uses and how it processes information
• Deployment context and usage scope - Where and how the system will be deployed, and who will interact with it
• Known risks, controls, and safeguards - What risks the team has already identified and what measures are in place

The questionnaire is customizable. Your governance team can add, remove, or modify questions to match your organization's specific requirements - whether that means adding industry-specific regulatory fields, internal approval criteria, or vendor management questions.

How the intake process works

1. A team member initiates the Intake Assessment for their new AI project through the platform
2. They complete the structured questionnaire, providing details about the system's purpose, data, stakeholders, and deployment plans
3. Responses are submitted and made available to the governance or Responsible AI team for review
4. The governance team evaluates the responses to assess risk level and determine next steps - such as requesting additional information, approving the project, or flagging it for deeper risk assessment
5. The intake record stays linked to the AI initiative throughout its lifecycle, providing a traceable starting point for all governance activity

How intake connects to the rest of the platform

The AI Intake Assessment can be included as a step in our Workflows, making it part of an automated governance pipeline. Once an intake is completed, it can automatically trigger the next steps - such as Risk Mapping, deeper assessments, or stakeholder reviews.

Intake data is stored and accessible throughout the platform, so every decision made about an AI system can be traced back to the information provided at intake. This creates a complete audit trail from the moment an AI initiative is first registered.

What you get from an AI Intake Assessment

• A structured record of every new AI initiative in your organization
• Early visibility into risks, data usage, and deployment plans before development or launch
• A consistent process that ensures no AI project bypasses governance review
• A traceable starting point for all downstream governance activities