Decision inputs
Facts that change the policy answer
The working material is survey responses and research objectives; the intended result is themes, examples and unresolved questions. Recording that pair prevents a vague approval from spreading to other uses.
- 1Task and owner
- Insights researcher wants to find themes in survey responses. The request needs an accountable owner for themes, examples and unresolved questions, even when the tool prepares most of the first draft.
- 2Information involved
- Survey responses and research objectives. The classification must cover what the tool can retrieve as well as what the requester types.
- 3Tool and account
- An approved company account. Confirm the approved account, retention setting and any connected service before the request begins.
- 4Intended result
- The expected result is themes, examples and unresolved questions. Record the audience and the next system in the chain, rather than describing the output only as a draft.
- 5Consequence if it is wrong
- Free text can identify respondents and minority views can disappear in a summary. This is the fact most likely to move the request from routine handling into review.
- 6Human review
- research owner should inspect, change, reject or stop the result. A final glance after an automatic action would not give that owner meaningful control.
Possible policy routes
The task name alone cannot decide it.
A published workplace policy can return different answers for the same task. These are the practical branches worth encoding.
A routine policy route may be possible
The lower-friction route begins when the exact account is approved, only the minimum personal research information is used, themes, examples and unresolved questions remains within the stated purpose, and research owner reviews it before use.
Approval may be required
The request moves beyond routine handling when the account or data handling is uncertain, free text can identify respondents and minority views can disappear in a summary, or themes, examples and unresolved questions reaches people or systems beyond the requester’s authority.
The request may need to stop or change
Do not continue unchanged when restricted information would enter an unapproved service, the output would act before research owner can intervene, or remove identifiers and check themes against disconfirming responses cannot be maintained. Consider less information, a controlled account or a non-AI process.
Request checklist
Questions to ask before using the tool
- 01
Has the company approved this account configuration for find themes in survey responses, rather than only approving the product?
- 02
Can any personal, sensitive, confidential or secret part of survey responses and research objectives be removed?
- 03
Will themes, examples and unresolved questions remain working material, reach another person or make another system act?
- 04
Can research owner inspect the complete result and its source before reliance?
- 05
When must the employee stop and run the policy check again?
Worked request
What the employee should submit
This example supplies decision facts without pasting the underlying material into the approval record.
- requester
- insights researcher
- task
- Use AI to find themes in survey responses.
- information
- survey responses and research objectives
- tool
- An approved company account
- frequency
- Recurring work
- region
- Where the work and affected people are located
- purpose
- Analyse
- impact
- Internal work
- review
- Complete human review
- owner
- research owner
Useful safeguards
Controls that fit this request
- ✓
Remove identifiers and check themes against disconfirming responses
- ✓
Document why each part of survey responses and research objectives is necessary before making it available to the tool.
- ✓
Reassess the request whenever its tool, information classification, frequency or consequence changes.
- ✓
Preserve who accepted themes, examples and unresolved questions, when they did so and which rule version they applied.
Questions people ask
About this AI use
Is using AI to find themes in survey responses automatically allowed?
The task name cannot settle the answer. Apply the company’s published rules to survey responses and research objectives, the exact account, themes, examples and unresolved questions, its audience and the proposed review.
When is the request detailed enough to decide?
Describe themes, examples and unresolved questions, identify survey responses and research objectives, name the exact tool and account, explain who will receive or rely on the output, and state how research owner will review it.
What should remain after the decision?
Preserve who accepted themes, examples and unresolved questions, when they did so and which rule version they applied. A classification and controlled reference may be enough when copying survey responses and research objectives would create unnecessary risk.