Why Should AI Governance Be Continuous?
The regulatory and operational status of an AI system does not remain static. The model, provider, data, functionalities, affected persons, context of use, or the regulatory framework itself may change. Any of these changes may alter the system’s risk profile or the measures required.
A continuous governance model enables organisations to identify these changes, periodically review implemented controls, keep documentation up to date, and maintain traceability of decisions made throughout the system’s lifecycle.
For certain High-Risk AI systems, the EU AI Act also establishes specific monitoring obligations during their use and, for providers, documented post-market monitoring systems.
What Is a Virtual AI Officer (vAIO)?
vAIO is Aicertia’s continuous AI governance service, designed to provide organisations with a specialised external function for the coordination, monitoring and support of Artificial Intelligence governance.
It does not replace the legal responsibilities of the organisation or its internal governance bodies. Instead, it provides methodology, ongoing monitoring, specialised expertise and traceability to help them fulfil those responsibilities.
What Does the vAIO Service Include?
1. Living AI Systems Inventory — We maintain an up-to-date register of the organisation’s AI systems, tools and use cases, including responsible parties, providers, intended purpose, status and regulatory classification.
2. Review of New AI Systems and Use Cases — We assess new AI deployments and material changes to determine whether they affect regulatory classification, applicable obligations or risk level.
3. Risk and Change Monitoring — We review changes to models, functionalities, providers, data, users, intended purposes or processes that may affect the system’s risk profile.
4. Controls and Corrective Action Tracking — We monitor agreed measures, outstanding gaps, responsible parties, target dates and evidence of implementation.
5. AI Provider Governance — We maintain traceability of key AI providers and external AI systems, reviewing relevant changes, available documentation and associated responsibilities.
6. Evidence, Records and Traceability — We maintain structured records of governance decisions, reviews, incidents, controls, responsible parties and supporting evidence to facilitate traceability across the organisation’s AI governance programme.
7. Regulatory Monitoring and Continuous Improvement — We monitor relevant regulatory developments and new guidance affecting the AI systems within scope and translate them into appropriate actions within the organisation’s governance roadmap.
Deliverables
1. AI Governance Plan — A governance framework defining roles, responsibilities, review processes, escalation criteria and decision-making mechanisms.
2. Living AI Inventory — An up-to-date register of AI systems and use cases, internal owners, providers, intended purpose, regulatory classification and status.
3. Risk & Compliance Register — A living matrix of risks, obligations, findings, controls, responsible parties, actions and monitoring status.
4. Change & Incident Register — Traceability of material changes, incidents, decisions made and corrective actions.
5. Review & Evidence Register — Documentation of reviews performed, controls verified and supporting evidence available.
6. Regulatory Action Log — A record of regulatory developments relevant to the defined scope and the actions that may need to be assessed or implemented.
7. Periodic Executive Report — A management-level summary of system status, open risks, pending actions and key developments.
Continuous AI Governance Plans
Maintain Control of Your AI Governance Over Time
Keep your AI systems, risks, controls, documentation and regulatory obligations continuously monitored through a structured governance model supported by Aicertia’s Virtual AI Officer.
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