# AI Output Provenance Log

Record how an AI-assisted draft was produced, including tools, source materials, prompt versions, generated outputs, human decisions, checks, and approvals.

## Usage note

Create a log entry while the prompt, source set, and output are still available. Store records under the organization's retention, privacy, security, and access rules rather than copying sensitive inputs into an unrestricted document.

## How to use this template

1. Assign a project ID and create one entry for each materially different AI interaction.
2. Record the known tool details, approved context, prompt, settings, and exact output location.
3. Link accepted material to the final asset and describe significant human changes or rejections.
4. Document factual, rights, privacy, safety, and subject-expert checks with responsible people.
5. Close the record with approval, disclosure, access, retention, and deletion decisions.

## Blank template

### Project record

- **Project ID:** [Enter stable identifier]
- **Asset title and version:** [Enter title/version]
- **Business or editorial owner:** [Enter name]
- **Intended audience and use:** [Describe]
- **Risk or review tier:** [Enter internal classification]
- **Record location and access group:** [Enter controlled location]

### AI interaction entry

Duplicate for each materially different request.

- **Interaction ID:** [Example AI-01]
- **Date and time zone:** [YYYY-MM-DD, time zone]
- **Operator:** [Enter name or approved role]
- **Service and feature:** [Enter displayed names]
- **Model/version shown:** [Enter value or Not exposed]
- **Material settings:** [Temperature, search, files, or Not exposed]
- **Prompt version or exact prompt:** [Link or include approved prompt]
- **Source IDs supplied:** [Link to context inventory]
- **Sensitive-data check:** [Passed / Escalated / Not applicable]
- **Exact output location and checksum/version:** [Enter reference]
- **System warnings or errors:** [Record or None]

### Contribution and decisions

- **Output portion considered:** [Describe section or suggestion]
- **Decision:** [Accepted / Edited / Rejected / Reference only]
- **Reason:** [Evidence, quality, voice, rights, or other reason]
- **Material human changes:** [Summarize authorship and editorial work]
- **Final asset location:** [Enter versioned reference]
- **Decision owner and date:** [Name, YYYY-MM-DD]
- **Other interactions that influenced this section:** [List IDs]

### Verification and approval

- [ ] Every retained material claim was checked against appropriate evidence.
- [ ] Quotations, names, figures, dates, and links were opened and verified.
- [ ] Confidential, personal, licensed, and restricted material was handled under policy.
- [ ] The final work was reviewed for unsupported stereotypes, harmful instructions, and invented authority.
- [ ] Similarity or rights concerns were resolved before publication.
- **Subject expert review:** [Name, scope, decision]
- **Editorial approval:** [Name, date, final version]
- **Disclosure decision:** [Text/link, not needed, or escalation]

### Record handling

- **Retention period or trigger:** [Enter policy-based value]
- **Deletion owner:** [Enter name or team]
- **Access exceptions:** [Record or None]
- **Legal or policy hold:** [Yes / No / Unknown]
- **Final record status:** [Open / Complete / Superseded / Deleted]