| Action | Owner | Deadline | Notes |
|---|---|---|---|
| Executive Sign-Off | CEO, CTO, DPO, HR Head, Ethics Chair | By end of Q2 2025 | Use the signature page to formalize approval |
| Publish to Internal Portal | IT / HR | Within 1 week of approval | Upload main policy + annexes; notify all staff |
| Assign Ethics Coordinator | AI Ethics Board | Now | Acts as point of contact for rollout, reporting, training |
| Launch Training Campaign | HR + Comms | Within 2 weeks | Based on Annexes H, I, and onboarding curriculum |
| Upload Annex Tools to QMS | Compliance / IT | Immediately | Convert annexes into templates within your QIS/SharePoint |
- Run a kickoff session with department leads on their RACI roles
- Integrate the risk register, DPIA, and oversight checklists into day-to-day workflows
- Launch the metrics dashboard for KPI tracking (training, risk assessments, incidents)
- Announce quarterly AI Ethics Forums to encourage cross-functional visibility
Bundle the following for your document portal:
- Main policy
- Annexes A–O (in markdown or converted formats)
- Rollout plan (this file)
- Executive sign-off record
- Metrics dashboard template (optional)
| Governance Activity | Frequency | Owner |
|---|---|---|
| Status Reporting to Ethics Board | Monthly | Ethics Coordinator |
| Training Compliance Reports | Quarterly | HR |
| Ethics KPI Dashboard Review | Quarterly | AI Ethics Board |
| External Audit Planning | Annually | Ethics Board + Legal |
| Stakeholder Survey | Semi-annual | Communications |
- Convert annexes to fillable web forms (HRIS / Confluence / QMS)
- Integrate policy lifecycle into ISO 27001 / 9001 QIS platform
- Publish public transparency summary via sustainability reports
← Approval & Signatures | Table of Contents | Annex A: DPIA Template →