> ## Documentation Index
> Fetch the complete documentation index at: https://docs.aigoframework.com/llms.txt
> Use this file to discover all available pages before exploring further.

# 02 AIGO AI System Registration Template v0.1

# AIGO — AI Governance Operating Framework

## AI System Registration Template

**Version:** 0.1
**Status:** Draft
**Working Name:** AIGO
**Full Name:** AI Governance Operating Framework
**Document Identifier:** `AIGO-TPL-002`
**Document Type:** AI System Registration Template
**Template Purpose:** Controlled Registration of an AI System

***

# 1. Template Purpose

This template provides the structured record for registering an AI system within the AIGO AI Governance Operating Framework.

The registration record establishes the authoritative baseline for identifying an AI system and connecting it to:

* ownership;
* intended purpose;
* business context;
* stakeholders;
* data;
* technology;
* suppliers;
* classification;
* risk;
* lifecycle;
* controls;
* approval;
* monitoring;
* assurance;
* evidence;
* change management;
* retirement.

Registration should occur before the AI system enters the lifecycle stage requiring formal governance.

Registration does not by itself constitute approval for deployment.

***

# 2. Registration Instructions

Complete all applicable fields.

Where information is not available, record:

**Pending — \[reason]**

Where a field does not apply, record:

**Not Applicable — \[reason]**

Use stable identifiers so the registration record can be linked to other AIGO records.

Recommended related identifiers include:

* Risk ID;
* Control ID;
* Assessment ID;
* Approval ID;
* Incident ID;
* Change ID;
* Monitoring ID;
* Assurance ID;
* Evidence ID.

***

# 3. Registration Record

## 3.1 Registration Identification

**AI System ID:**

**Registration Record ID:**

**System Name:**

**System Version:**

**Registration Status:**

**Registration Date:**

**Last Updated:**

**Next Review Date:**

**Registration Owner:**

**System Owner:**

***

## 3.2 Registration Status

**Current Status:**

* Proposed
* Under Assessment
* Registered
* Approved for Development
* Approved for Deployment
* Operational
* Restricted
* Suspended
* Retired

**Status Effective Date:**

**Status Change Reason:**

***

# 4. Organization and Business Context

## 4.1 Organization

**Organization:**

**Legal Entity:**

**Business Unit:**

**Department / Function:**

**Geographic Scope:**

***

## 4.2 Business Owner

**Business Owner:**

**Role / Position:**

**Business Responsibility:**

**Contact / Reference:**

***

## 4.3 AI System Owner

**AI System Owner:**

**Role / Position:**

**System Accountability:**

**Contact / Reference:**

***

## 4.4 Technical Owner

**Technical Owner:**

**Role / Position:**

**Technical Responsibility:**

**Contact / Reference:**

***

# 5. AI System Description

## 5.1 System Summary

**Provide a concise description of the AI system:**

## 5.2 AI Capability

Select or describe applicable capabilities:

* Classification
* Prediction
* Recommendation
* Generation
* Retrieval
* Ranking
* Detection
* Decision Support
* Optimization
* Forecasting
* Conversational Interaction
* Computer Vision
* Speech / Audio Processing
* Natural Language Processing
* Other

**Applicable Capability / Capabilities:**

***

## 5.3 System Function

**What does the system do?**

## 5.4 Key Outputs

**What outputs, recommendations, predictions, classifications, or decisions does the system produce?**

## 5.5 Output Consumers

**Who receives or uses the AI system outputs?**

***

# 6. Intended Purpose

## 6.1 Intended Purpose Statement

**Document the approved intended purpose:**

## 6.2 Intended Use

**Describe how the AI system is intended to be used:**

## 6.3 Authorized Users

**Authorized user groups:**

## 6.4 Prohibited or Restricted Uses

**Prohibited uses:**

**Restricted uses:**

## 6.5 Intended Decision Role

**Does the system:**

* Provide information only
* Provide decision support
* Recommend an action
* Automatically execute an action
* Make or materially influence a decision
* Other

**Decision Role Description:**

***

# 7. AI System Context

## 7.1 Operating Context

**Describe the environment in which the AI system operates:**

## 7.2 Business Process

**Business process supported:**

## 7.3 Operational Dependency

**How dependent is the business process on the AI system?**

## 7.4 Criticality

**Business Criticality:**

* Low
* Medium
* High
* Critical

**Criticality Rationale:**

***

# 8. Stakeholders and Affected Persons

## 8.1 Stakeholders

| Stakeholder | Role / Interest | Potential Impact | Engagement / Governance Requirement |
| ----------- | --------------- | ---------------- | ----------------------------------- |
|             |                 |                  |                                     |
|             |                 |                  |                                     |
|             |                 |                  |                                     |

## 8.2 Affected Persons

**Who may be affected by the system or its outputs?**

## 8.3 Potential Impacts

Potential impacts may include:

* financial;
* operational;
* legal;
* privacy;
* security;
* safety;
* fairness;
* employment;
* access;
* reputation;
* individual rights or interests;
* societal impact.

**Potential Impacts:**

***

# 9. Lifecycle Information

## 9.1 Current Lifecycle Stage

Select the applicable AIGO lifecycle stage:

* Govern
* Identify
* Classify
* Assess
* Treat
* Approve
* Deploy
* Operate
* Monitor
* Assure
* Improve
* Change
* Continue
* Retire

**Current Lifecycle Stage:**

## 9.2 Lifecycle Status

**Lifecycle Status:**

## 9.3 Lifecycle Entry Date

**Date Entered Current Stage:**

## 9.4 Lifecycle Owner

**Lifecycle / Process Owner:**

## 9.5 Planned Next Stage

**Next Expected Lifecycle Stage:**

**Entry Conditions:**

***

# 10. Development and Deployment Information

## 10.1 Development Status

**Development Status:**

* Not Started
* In Development
* Testing
* Validated
* Approved
* Operational
* Retired

## 10.2 Deployment Environment

Select applicable environments:

* Development
* Test
* Staging
* Production
* Restricted Production
* Other

**Deployment Environment:**

## 10.3 Deployment Location

**Hosting / Deployment Location:**

## 10.4 Deployment Scope

**Countries / Business Units / User Groups / Locations:**

***

# 11. Model Information

## 11.1 Model Identifier

**Model ID:**

**Model Name:**

**Model Version:**

## 11.2 Model Type

**Model Type / Architecture:**

## 11.3 Model Provider

**Model Provider:**

**Provider Type:**

* Internal
* External
* Open Source
* Commercial
* Managed Service
* Other

## 11.4 Model Dependencies

**Model dependencies:**

## 11.5 Model Documentation

**Model Documentation Reference:**

***

# 12. Data Information

## 12.1 Data Categories

Select applicable categories:

* Public
* Internal
* Confidential
* Personal Data
* Sensitive Personal Data
* Financial Data
* Health Data
* Employee Data
* Customer Data
* Proprietary Data
* Operational Data
* Other

**Applicable Data Categories:**

## 12.2 Data Sources

| Data Source | Owner | Purpose | Sensitivity | Location | Evidence / Reference |
| ----------- | ----- | ------- | ----------- | -------- | -------------------- |
|             |       |         |             |          |                      |
|             |       |         |             |          |                      |

## 12.3 Data Use

**Describe how data is used by the AI system:**

## 12.4 Data Retention

**Retention Requirement:**

## 12.5 Data Quality

**Data Quality Requirements:**

**Data Quality Owner:**

***

# 13. Data Governance

## 13.1 Data Governance Assessment

**Data governance requirements applicable:**

## 13.2 Data Ownership

**Data Owner:**

## 13.3 Data Access

**Who can access the data?**

## 13.4 Data Controls

Applicable controls may include:

* access control;
* data minimization;
* data quality;
* data validation;
* lineage;
* retention;
* deletion;
* confidentiality;
* integrity.

**Applicable Controls:**

## 13.5 Data Evidence

**Supporting Data Governance Evidence IDs:**

***

# 14. Technology Architecture

## 14.1 System Architecture

**Architecture Description:**

## 14.2 Main Components

| Component | Purpose | Owner | Provider | Version |
| --------- | ------- | ----- | -------- | ------- |
|           |         |       |          |         |
|           |         |       |          |         |
|           |         |       |          |         |

## 14.3 Integrations

**Systems / APIs / Services Integrated:**

## 14.4 Dependencies

**Technical Dependencies:**

***

# 15. Third-Party and Supply-Chain Information

## 15.1 Third-Party Services

| Supplier | Service / Component | Purpose | Criticality | Owner | Contract Reference |
| -------- | ------------------- | ------- | ----------- | ----- | ------------------ |
|          |                     |         |             |       |                    |
|          |                     |         |             |       |                    |

## 15.2 Supplier Risk

**Supplier / Third-Party Risk Assessment Reference:**

## 15.3 Supplier Change Notification

**Supplier change notification mechanism:**

## 15.4 Supplier Incident Notification

**Supplier incident notification requirements:**

## 15.5 Supplier Assurance

**Supplier assurance / evidence reference:**

***

# 16. AI Classification

## 16.1 Classification

**AIGO Classification:**

**Classification Date:**

**Classification Owner:**

**Classification Reviewer:**

**Classification Approval Authority:**

## 16.2 Classification Factors

Classification may consider:

* intended purpose;
* affected persons;
* decision significance;
* autonomy;
* impact;
* risk;
* data sensitivity;
* security;
* privacy;
* fairness;
* safety;
* scale;
* reversibility;
* regulatory requirements;
* human oversight.

**Key Classification Factors:**

## 16.3 Classification Rationale

**Classification Rationale:**

## 16.4 Reclassification Triggers

**Known Reclassification Triggers:**

*
*
*

***

# 17. Risk Information

## 17.1 Risk Assessment Status

**Risk Assessment Status:**

* Not Started
* Planned
* In Progress
* Complete
* Approved
* Reassessment Required

## 17.2 Risk Assessment Reference

**Risk Assessment ID:**

**Risk Assessment Date:**

**Risk Assessment Owner:**

## 17.3 Overall Risk

**Overall Inherent Risk:**

**Overall Residual Risk:**

**Risk Status:**

## 17.4 Key Risks

| Risk ID | Risk | Level | Owner | Treatment Status |
| ------- | ---- | ----- | ----- | ---------------- |
|         |      |       |       |                  |
|         |      |       |       |                  |
|         |      |       |       |                  |

## 17.5 Risk Acceptance

**Residual Risk Acceptance Required:**

**Risk Acceptance Record ID:**

**Acceptance Authority:**

***

# 18. Governance Requirements

## 18.1 Applicable Governance Requirements

| Requirement | Source | Applicability | Owner | Evidence |
| ----------- | ------ | ------------- | ----- | -------- |
|             |        |               |       |          |
|             |        |               |       |          |
|             |        |               |       |          |

## 18.2 Governance Conditions

**Governance Conditions:**

***

# 19. Control Information

## 19.1 Applicable Controls

| Control ID | Control Name | Owner | Lifecycle Stage | Status | Evidence |
| ---------- | ------------ | ----- | --------------- | ------ | -------- |
|            |              |       |                 |        |          |
|            |              |       |                 |        |          |
|            |              |       |                 |        |          |

## 19.2 Critical Controls

**Critical Controls:**

## 19.3 Control Exceptions

**Control Exceptions:**

**Exception Record IDs:**

***

# 20. Human Oversight

## 20.1 Human Oversight Requirement

**Human Oversight Required:**

## 20.2 Oversight Role

**Responsible Role:**

## 20.3 Oversight Activities

* review;
* challenge;
* override;
* escalation;
* approval;
* decision;
* monitoring.

**Applicable Oversight Activities:**

## 20.4 Human Authority

**Who has final decision authority where applicable?**

## 20.5 Oversight Evidence

**Evidence IDs:**

***

# 21. Security Governance

## 21.1 Security Classification

**Security Classification:**

## 21.2 Security Assessment

**Security Assessment ID:**

**Assessment Status:**

## 21.3 Security Controls

**Applicable Security Controls:**

## 21.4 Security Monitoring

**Security Monitoring Requirements:**

## 21.5 Security Evidence

**Security Evidence IDs:**

***

# 22. Privacy Governance

## 22.1 Privacy Applicability

**Privacy Requirements Applicable:**

## 22.2 Privacy Assessment

**Privacy Assessment ID:**

**Assessment Status:**

## 22.3 Privacy Controls

**Applicable Privacy Controls:**

## 22.4 Privacy Monitoring

**Privacy Monitoring Requirements:**

## 22.5 Privacy Evidence

**Privacy Evidence IDs:**

***

# 23. Fairness, Impact, and Responsible AI

## 23.1 Applicability

**Fairness / Impact Assessment Applicable:**

## 23.2 Assessment Reference

**Assessment ID:**

## 23.3 Key Considerations

Potential considerations include:

* fairness;
* discrimination;
* accessibility;
* human impact;
* stakeholder impact;
* transparency;
* explainability;
* safety;
* societal impact.

**Key Considerations:**

## 23.4 Assessment Results

**Summary of Results:**

***

# 24. Testing and Validation

## 24.1 Testing Status

**Testing Status:**

## 24.2 Testing Types

Applicable testing may include:

* functional testing;
* performance testing;
* validation;
* security testing;
* privacy testing;
* fairness testing;
* robustness testing;
* explainability testing;
* human oversight testing;
* resilience testing.

**Applicable Testing:**

## 24.3 Test Records

| Test ID | Test Type | Date | Result | Reviewer | Evidence |
| ------- | --------- | ---- | ------ | -------- | -------- |
|         |           |      |        |          |          |
|         |           |      |        |          |          |

## 24.4 Validation Result

**Validation Status:**

**Validation Conclusion:**

***

# 25. Approval Information

## 25.1 Approval Status

**Approval Status:**

* Not Required
* Pending
* Approved
* Approved with Conditions
* Deferred
* Rejected
* Suspended

## 25.2 Approval Record

**Approval ID:**

**Approval Authority:**

**Approval Date:**

**Effective Date:**

**Review Date:**

## 25.3 Approval Conditions

**Conditions:**

## 25.4 Approval Evidence

**Approval Evidence IDs:**

***

# 26. Deployment Authorization

## 26.1 Deployment Status

**Deployment Status:**

* Not Started
* Planned
* Ready
* Approved
* Deployed
* Restricted
* Suspended
* Retired

## 26.2 Deployment Authorization

**Deployment Authorization ID:**

**Authorized By:**

**Authorization Date:**

## 26.3 Deployment Conditions

**Conditions:**

## 26.4 Deployment Evidence

**Evidence IDs:**

***

# 27. Monitoring

## 27.1 Monitoring Status

**Monitoring Status:**

**Monitoring Owner:**

**Monitoring Plan ID:**

## 27.2 Monitoring Requirements

| Indicator | Threshold | Frequency | Owner | Escalation | Evidence |
| --------- | --------- | --------- | ----- | ---------- | -------- |
|           |           |           |       |            |          |
|           |           |           |       |            |          |
|           |           |           |       |            |          |

## 27.3 Enhanced Monitoring

**Enhanced Monitoring Required:**

**Trigger:**

**Duration:**

## 27.4 Monitoring Escalation

**Monitoring escalation process:**

***

# 28. Incident Management

## 28.1 Incident Status

**Incident Process Applicable:**

**Incident Procedure:**

## 28.2 Incident Triggers

Potential triggers include:

* material harm;
* control failure;
* security incident;
* privacy incident;
* fairness issue;
* significant model failure;
* unauthorized operation;
* material monitoring threshold breach.

**Applicable Triggers:**

## 28.3 Incident Records

| Incident ID | Date | Severity | Description | Status | Closure |
| ----------- | ---- | -------- | ----------- | ------ | ------- |
|             |      |          |             |        |         |
|             |      |          |             |        |         |

***

# 29. Change Management

## 29.1 Change Status

**Change Management Applicable:**

**Change Procedure:**

## 29.2 Material Change Criteria

Potential material changes include:

* intended-purpose changes;
* model changes;
* model-version changes;
* data changes;
* supplier changes;
* feature changes;
* architecture changes;
* control changes;
* human-oversight changes;
* deployment changes.

**Applicable Criteria:**

## 29.3 Change Records

| Change ID | Date | Description | Classification | Approval | Status |
| --------- | ---- | ----------- | -------------- | -------- | ------ |
|           |      |             |                |          |        |
|           |      |             |                |          |        |

***

# 30. Assurance

## 30.1 Assurance Status

**Assurance Required:**

**Assurance Frequency:**

**Assurance Owner:**

**Assurance Procedure:**

## 30.2 Assurance Records

| Assurance ID | Date | Scope | Result | Findings | Status |
| ------------ | ---- | ----- | ------ | -------- | ------ |
|              |      |       |        |          |        |
|              |      |       |        |          |        |

## 30.3 Open Assurance Findings

| Finding ID | Description | Severity | Owner | Target Date | Status |
| ---------- | ----------- | -------- | ----- | ----------- | ------ |
|            |             |          |       |             |        |
|            |             |          |       |             |        |

***

# 31. Evidence and Records

## 31.1 Evidence Repository

**Evidence Repository:**

**Evidence Owner:**

## 31.2 Key Evidence

| Evidence ID | Evidence Type | Description | Owner | Date | Location |
| ----------- | ------------- | ----------- | ----- | ---- | -------- |
|             |               |             |       |      |          |
|             |               |             |       |      |          |
|             |               |             |       |      |          |

## 31.3 Evidence Completeness

**Evidence Status:**

* Complete
* Substantially Complete
* Partially Complete
* Incomplete
* Under Review

**Evidence Gaps:**

## 31.4 Record Retention

**Retention Requirement:**

**Retention Owner:**

**Retention Location:**

**Disposition Requirement:**

***

# 32. Current Governance Status

## 32.1 Overall Status

**Current AI System Governance Status:**

* Under Registration
* Under Assessment
* Conditional
* Approved
* Operational
* Restricted
* Under Review
* Suspended
* Retiring
* Retired

## 32.2 Status Rationale

**Reason for Current Status:**

## 32.3 Governance Conditions

**Current Conditions:**

## 32.4 Open Actions

| Action ID | Action | Owner | Priority | Due Date | Status |
| --------- | ------ | ----- | -------- | -------- | ------ |
|           |        |       |          |          |        |
|           |        |       |          |          |        |

***

# 33. Review and Reassessment

## 33.1 Periodic Review

**Review Frequency:**

**Next Review Date:**

**Review Owner:**

## 33.2 Triggered Review

Reassessment should be considered after:

* significant incidents;
* material changes;
* risk changes;
* control failures;
* significant monitoring deviations;
* classification changes;
* regulatory changes;
* supplier changes;
* material stakeholder concerns.

**Additional Triggers:**

## 33.3 Reassessment Outcome

**Latest Reassessment Date:**

**Outcome:**

**Required Actions:**

***

# 34. Continual Improvement

## 34.1 Improvement Opportunities

**Improvement Opportunities:**

## 34.2 Improvement Records

| Improvement ID | Source | Description | Owner | Priority | Target Date | Status |
| -------------- | ------ | ----------- | ----- | -------- | ----------- | ------ |
|                |        |             |       |          |             |        |
|                |        |             |       |          |             |        |

***

# 35. Retirement

## 35.1 Retirement Status

**Retirement Status:**

* Not Planned
* Under Consideration
* Approved
* In Progress
* Completed

## 35.2 Retirement Trigger

**Reason / Trigger:**

## 35.3 Retirement Approval

**Retirement Approval ID:**

**Approval Authority:**

**Approval Date:**

## 35.4 Retirement Evidence

**Retirement Evidence IDs:**

***

# 36. Registration Approval

## 36.1 Registration Review

**Prepared By:**

**Role:**

**Date:**

**Reviewed By:**

**Role:**

**Date:**

## 36.2 Registration Decision

**Decision:**

* Registered
* Registered with Conditions
* Deferred
* Rejected

**Conditions:**

## 36.3 Registration Authority

**Approval / Registration Authority:**

**Decision Date:**

***

# 37. Registration Change History

| Version | Date | Change               | Changed By | Reviewer | Approval |
| ------- | ---- | -------------------- | ---------- | -------- | -------- |
| 0.1     |      | Initial registration |            |          |          |
|         |      |                      |            |          |          |

***

# 38. Registration Traceability

The registration record should maintain traceability to relevant AIGO records.

| AIGO Record           | Identifier |
| --------------------- | ---------- |
| Governance Record     |            |
| AI System Profile     |            |
| Classification Record |            |
| Risk Assessment       |            |
| Control Assessment    |            |
| Approval Record       |            |
| Monitoring Plan       |            |
| Incident Records      |            |
| Change Records        |            |
| Assurance Records     |            |
| Improvement Records   |            |
| Retirement Record     |            |
| Evidence Records      |            |

***

# 39. Registration Completion Checklist

* [ ] AI System ID assigned
* [ ] System name recorded
* [ ] Organization recorded
* [ ] Business owner assigned
* [ ] AI system owner assigned
* [ ] Technical owner assigned
* [ ] Purpose documented
* [ ] Intended use documented
* [ ] Restricted / prohibited use documented
* [ ] Stakeholders identified
* [ ] Affected persons identified
* [ ] Lifecycle stage assigned
* [ ] Deployment context recorded
* [ ] Model information recorded
* [ ] Data information recorded
* [ ] Third-party dependencies recorded
* [ ] Classification recorded
* [ ] Risk information linked
* [ ] Applicable controls linked
* [ ] Human oversight documented
* [ ] Security requirements assessed
* [ ] Privacy requirements assessed
* [ ] Testing / validation status recorded
* [ ] Approval status recorded
* [ ] Monitoring requirements recorded
* [ ] Incident process linked
* [ ] Change process linked
* [ ] Assurance requirements recorded
* [ ] Evidence repository identified
* [ ] Current governance status recorded
* [ ] Review date established
* [ ] Related records linked
* [ ] Registration decision recorded

***

# 40. Template Usage Instructions

This template should be completed according to the organization's approved AIGO AI System Registration Procedure.

The registration record should be maintained as a controlled record throughout the AI system lifecycle.

Registration information should be updated when material information changes, including:

* intended purpose;
* system ownership;
* classification;
* risk;
* model;
* data;
* suppliers;
* lifecycle stage;
* deployment environment;
* controls;
* approval status;
* monitoring status;
* retirement status.

The registration record should not be used as a substitute for detailed:

* risk assessments;
* control assessments;
* approvals;
* incident records;
* change records;
* assurance records;
* evidence records.

Where those records exist separately, this template should reference their identifiers.

***

# 41. Template Governance

## 41.1 Template Owner

**Template Owner:**

## 41.2 Template Review

**Review Frequency:**

**Next Review Date:**

## 41.3 Template Change Control

Changes to this template should be managed through the applicable AIGO document and change-management process.

Material changes should consider their effect on:

* AI System Registration Procedure;
* AI System Profile;
* Classification Procedure;
* Risk Assessment Procedure;
* Control Assessment;
* Approval;
* Monitoring;
* Assurance;
* schemas;
* mappings;
* tools.

***

# 42. Document Control

| Field               | Value                                  |
| ------------------- | -------------------------------------- |
| Document            | AIGO — AI System Registration Template |
| Version             | 0.1                                    |
| Status              | Draft                                  |
| Document Identifier | `AIGO-TPL-002`                         |
| Document Type       | AI System Registration Template        |
| Template Owner      |                                        |
| Approved By         |                                        |
| Approval Date       |                                        |
| Effective Date      |                                        |
| Next Review Date    |                                        |

***

# 43. Template Status

**Document:** AIGO — AI System Registration Template

**Version:** 0.1

**Status:** Draft

**Working Name:** AIGO

**Full Name:** AI Governance Operating Framework

**Document Identifier:** `AIGO-TPL-002`

**Document Type:** AI System Registration Template

This template provides the controlled registration structure for identifying an AI system and maintaining its governance baseline throughout the AIGO lifecycle.

***

# 44. End of Template

**AIGO — AI System Registration Template**

**Document ID:** `AIGO-TPL-002`

**Version:** 0.1

**Status:** Draft

**End of Template**