ADAPT AND ADOPT YOUR AI POLICY Editable policy-decision worksheet | MAIN | October 26, 2026 USE THIS RECORD Save a working copy in your organization's approved editor or records system. Replace bracketed fields, expand the response areas and repeat section D for each material provision. Keep links or references to protected material in its approved location; do not copy confidential facts into a public worksheet or an unapproved AI tool. This worksheet is not a tool-approval application. This is adaptable planning guidance, not legal advice, an adopted policy, a mandatory model or permission to use AI. Local authority and applicable requirements govern. An incomplete field is not approval. MAIN's resource does not certify compliance. See https://mainms.org/legal-information/ A. CONTEXT Organization: [Complete] Policy title and draft version: [Complete] Coordinator and meeting date: [Complete] Participants and responsible roles: [Complete] People and activities covered: [Complete] Known AI uses, including embedded features: [Complete] Excluded uses, information and actions: [Complete] B. BASELINE AND RELATED RULES MAIN template and relevant supplement: [Title / direct URL / date checked] Existing organizational policies and owners: [Title / current version / location] Relevant agreements or other controlling sources: [Reference / owner] Conflicts, overlaps or gaps to resolve: [Issue / person / due date] C. AUTHORITY AND REQUIREMENTS Who may adopt or amend this policy? [Role / person / basis / who confirmed it] Which consultation or governance steps apply? [Step / owner / evidence] For each applicable requirement, record: Source and status: [Law / order / binding agreement / adopted rule / guidance] Direct source or approved reference: [Complete] Why it applies to this organization, activity or information: [Complete] Responsible reviewer and date checked: [Complete] Unresolved question, owner and due date: [Complete] Effect on the affected permission while unresolved: [Complete] Repeat this entry when needed. Voluntary guidance and internal choices must not be described as legal requirements. No internal exception waives an applicable requirement or binding agreement. D. PROVISION DECISION: DUPLICATE THIS BLOCK FOR EACH MATERIAL CHOICE Entry ID: [Complete] Source template, section and relevant idea: [Complete] Action: [Keep / change / omit / move] Selected local wording, or reason for omission: [Complete] Destination: [Policy clause / procedure / guidance / omitted capability] Reason and any applicable requirement: [Complete] Responsible owner and reviewer: [Complete] Review status: [Accepted for draft / revise / unresolved] Unresolved question, assigned person and due date: [Complete or none] Affected permission while unresolved: [Complete or none] Location of supporting evidence or advice: [Reference; no protected facts here] E. SUPPORTING WORK Procedure or guidance required: [Title / existing or new / current location] Accountable person and backup: [Complete] Completion evidence and date: [Complete] Affected staff, volunteers or contractors: [Complete] Communication, accessibility and training arrangements: [Complete] How people will find current rules, tools and contacts: [Complete] Walkthrough task and observed ambiguities: [Use fictional or authorized material] Changes needed before the affected use can proceed: [Complete or none] F. ADOPTION RECORD Exact policy version considered: [Complete] Decision: [Adopt / return for revision / defer / decline] Authorized decision-maker and decision reference: [Complete] Conditions and unresolved matters: [Complete or none] Adoption date: [Complete only when actually adopted] Effective date: [Complete only when established through the local process] Approved policy and supporting record location: [Complete] Responsible person for issuing the current version: [Complete] G. PERMISSION HANDOFF Separate tool or use approvals still required: [Complete or none] Current status and restrictions: [Approved scope / on hold / not approved] Owner of the next decision and due date: [Complete] Existing tool/use/action review records: [References, not duplicate forms] Normal non-AI alternative while unresolved: [Complete] Who accepts individual outputs or consequential actions? [Role / process] H. MAINTENANCE Policy owner: [Complete] Next policy review date: [Complete; locally chosen] Earlier review triggers: [Material changes in use, information, features, vendor terms, requirements, staffing/reviewer capacity or observed problems; adapt to this organization] How superseded versions will be identified: [Complete] How revisions reach affected people: [Complete] Applicable recordkeeping process and owner: [Complete] COMPLETION CHECK [ ] The exact version and adopting authority are identified. [ ] Material policy choices have reasons, reviewers and a disposition. [ ] Supporting procedures and communication have actual owners. [ ] Unresolved matters have owners and explicit effects on permission. [ ] Adoption, tool/use approval and output/action review are distinct. [ ] The next review and record location are clear. If a material item remains unresolved, record it accurately. Narrow or hold the affected permission rather than presenting an incomplete record as approval. SOURCE BASIS MAIN Policy Guides: https://mainms.org/policy-guides/ NIST AI RMF 1.0 (voluntary), GOVERN 1.1-1.5 and 2.1-2.3, pp. 22-23: https://nvlpubs.nist.gov/nistpubs/ai/NIST.AI.100-1.pdf NIST AI RMF Playbook (voluntary suggested actions): https://www.nist.gov/itl/ai-risk-management-framework/nist-ai-rmf-playbook The worksheet is MAIN's recommended adaptation, not a NIST form or endorsement. The companion's fictional example is a teaching illustration, not authority for any real organization. Sources checked October 25, 2026; recheck relevant requirements and current organizational documents before actual adoption.