CEDAR FIELD PRINT & SUPPLY: COMPLETED FICTIONAL DECISION WORKSHEET
Teaching illustration accompanying Adapt and Adopt Your AI Policy
MAIN | October 26, 2026

Every organization detail, role assignment, document reference, decision and
scenario date here is fictional. This represents no actual adoption, legal
review or tool approval. The example shows how to complete the record; it
does not establish that this policy is sufficient for a real print shop.

A. CONTEXT
Organization: Cedar Field Print & Supply (fictional six-person Mississippi shop).
Policy: Short AI Policy, version CFS-A1 (fictional identifier).
Coordinator: owner-manager. Scenario meeting date: October 1, 2026.
Participants: owner-manager, shift lead and outside technology adviser.
Covered: employees and contractors using AI for shop work, including embedded
software features. Proposed tasks: blank agendas, training outlines and
public product descriptions. Customer artwork and orders remain outside scope.

B. BASELINE AND RELATED RULES
Baseline: MAIN Business AI Policy and Guidance Template, checked October 25,
2026 by the companion's author; section numbers updated October 26, 2026 to
match the revised template (research dates, not the fictional meeting date).
https://mainms.org/ai-policy-and-guidance-template-business/
Related rules assumed for this scenario: the shop's purchasing,
information-handling, personnel and records procedures. These are fictional
references, not evidence of any real organization's controls.
Overlap addressed: policy retains approval and reporting duties; procedures
hold the changing steps and contacts. The example excludes AI handling of
customer or employee information rather than assuming a vendor is suitable.

C. AUTHORITY AND REQUIREMENTS
Scenario assumption: the owner-manager has authority to adopt shop policy.
This is not a conclusion about a real company's ownership or legal authority.
Consultation: shift lead reviews staff usability; technology adviser reviews
the proposed account separately. Legal or contractual questions beyond the
team's competence go to an appropriate qualified reviewer.
Guidance source: NIST AI RMF 1.0, GOVERN 1.1-1.5 and 2.1-2.3; voluntary.
Applicable requirements: not determined for any real employer by this example.
Real users must identify and verify their own applicable sources and agreements.
Unresolved scenario question: can the proposed account/configuration support
the stated information and use limits? Owner: owner-manager, assisted by adviser.
Due point: resolve before the first tool entry is approved. Tool use remains held.

D. PROVISION DECISION: EXAMPLE ENTRY D-01
Source: MAIN Business template, section 5, responsibilities.
Action: change.
Selected local wording: fictional policy F4 assigns the owner-manager to
approve tools/accounts/features after appropriate review; the shift lead is
the backup contact and cannot widen permission. New tasks or information
require a new decision. No internal exception overrides an applicable
requirement or binding agreement.
Reason: named responsibility fits the fictional six-person shop without a
standing committee. Access to suitable advice remains necessary for questions
the owner cannot resolve. This is a local organizational choice, not a legal
exemption based on staff size.
Reviewers: owner-manager and shift lead, with adviser for technical questions.
Disposition in scenario: accepted in policy CFS-A1. Account review is a
separate unresolved tool decision; no tool permission is inferred.
Supporting record: fictional decision reference CFS-01.

Other scenario decisions shown in the companion's annotations:
D-02: keep/narrow sections 6 and 8 -> F1-F3, specific drafts and public information.
D-03: keep sections 9 and 11 -> F5, source verification and an external-use approver.
D-04: omit unused hiring workflow in section 10 -> F3 keeps the prohibition.
D-05: move changing steps in sections 7, 11 and 14 -> procedures, retaining F4/F6 duties.
D-06: keep/specify section 16 -> F7, six-month review and earlier triggers.

E. SUPPORTING WORK
Owner-manager maintains the tools register and the records/incident procedure
references. Shift lead briefs staff and is the backup reporting contact.
The proposed tool entry needs the exact account, features, information limits,
reviewers and supporting review evidence. That entry is not yet approved.
Before access: staff receive the rules, current tools list, verification steps
and contacts. A walkthrough uses invented public-copy examples; it must show
that staff can refuse a customer-file upload and find the owner of the question.
This fictional record reports no real test results or training completion.

F. ADOPTION RECORD
Scenario decision: adopt policy CFS-A1; keep all tool use held until a specific
tools-register entry is approved. Decision-maker: fictional owner-manager.
Decision reference: CFS-01, identifying the exact wording in the companion.
Scenario adoption/effective date: October 1, 2026. These are fictional dates.
Record location in scenario: the shop's owner-controlled policy register;
staff receive the current policy and approved procedure references.
Unresolved account review does not grant conditional permission to use it.

G. PERMISSION HANDOFF
First proposed tool/account: on hold. No product or vendor is named or endorsed.
Next owner: owner-manager with technology adviser; before first use.
Use the existing purchasing/security review process for the account decision.
Normal alternative: employees prepare the agenda, outline or public copy manually.
For a later approved tool: preparing employee verifies the draft; owner-manager
approves external use. Policy adoption does not automate either action.

H. MAINTENANCE
Policy owner: fictional owner-manager.
Scenario next review: April 1, 2027, with earlier review after a material
change in use, information, features, vendor terms, requirements or problems.
Superseded versions remain identified through the shop's records process;
staff use the current policy and receive notice of changes from the owner.
The six-month interval is the fictional owner's choice, not a MAIN deadline.

HOW TO APPLY THE LESSON
The policy choice can be recorded as adopted while the first tool remains
unapproved. Use the blank worksheet for a real organization, with its actual
authority, applicable requirements, evidence, reviewers and record locations.