Quarterly AI usage and risk review

---
title: "Quarterly AI usage and risk review: AI Use Case"
description: "Each quarter, take stock of which AI tools people actually use, what data goes into them and how that matches policy, so leadership can approve, restrict or retire tools with evidence instead of guesswork."
url: https://lidvizion.ai/use-cases/quarterly-ai-usage-review/
site: Lid Vizion
index: https://lidvizion.ai/llms.txt
---

[Use cases](https://lidvizion.ai/use-cases/) · Leadership

# Quarterly AI usage and risk review

Each quarter, take stock of which AI tools people actually use, what data goes into them and how that matches policy, so leadership can approve, restrict or retire tools with evidence instead of guesswork.

[Talk through this workflow](https://lidvizion.ai/contact/?need=fractional-chief-ai-officer&from=%2Fuse-cases%2Fquarterly-ai-usage-review%2F#write) · [Fractional Chief AI Officer](https://lidvizion.ai/services/fractional-chief-ai-officer/)

Where it starts

## The trigger.

The end of each quarter, or a new AI tool request from a team.

How it runs today

- Nobody has a full list of the AI tools in use.
- Policy exists on paper but nobody checks it against practice.
- Decisions about tools are made one request at a time.

The workflow

## Four bounded steps.

Each step has an owner and a stop rule.

1. 01 / Inventory
   Collect AI tools from licences, expense claims, browser extensions and a short staff survey.
2. 02 / Assess
   For each tool, record the data it touches, who uses it, the contract terms and any incidents.
3. 03 / Compare
   Check use against the AI policy and highlight gaps and risks.
4. 04 / Decide
   Leadership approves, restricts or retires each tool, and the policy is updated where it needs to be.

Where people stay in control

## Approval points.

- Leadership makes every approve, restrict or retire decision.
- Staff are surveyed openly, not monitored covertly.

How we would measure it

## Against a baseline.

Measured before and after, on the same work.

### AI tools known and assessed versus discovered later.

### Open policy gaps at quarter end.

### Time from tool request to decision.

Related

## Go deeper.

- [Fractional Chief AI Officer](https://lidvizion.ai/services/fractional-chief-ai-officer/): We connect AI strategy to the workflows, controls, tools, people, and measurements required to make it useful.
- [Embeddings and feature vectors](https://lidvizion.ai/resources/basics/embeddings-feature-vectors/): How models turn text, images and records into numbers that can be compared.
- [Run a quarterly AI usage review](https://lidvizion.ai/guides/run-a-quarterly-ai-usage-review/): A four-step quarterly routine to find the AI tools your company actually uses, assess the data and contracts involved, compare practice with policy and give leadership clear decisions to make.
- [How to Manage Shadow AI](https://lidvizion.ai/answers/how-to-manage-shadow-ai-in-a-company/): How should a company handle employees using AI tools that were never approved?

More use cases

## Other places to start.

[All use cases](https://lidvizion.ai/use-cases/)

- [From stalled AI pilot to production](https://lidvizion.ai/use-cases/stalled-ai-pilot-to-production/): Leadership Take a pilot that impressed in a demo but never shipped, decide whether it deserves production, and get it there with owners and controls.
- [A company-wide AI rollout with rules people follow](https://lidvizion.ai/use-cases/company-wide-ai-rollout/): Leadership Move from scattered personal AI accounts to one approved setup, a short policy and a first set of shared workflows the whole company uses.
- [An AI pilot with a go or no-go decision](https://lidvizion.ai/use-cases/ai-pilot-with-a-go-no-go-decision/): Leadership Run a short, time-boxed AI pilot on one real workflow, with success and stop criteria agreed up front, so leadership ends it with a clear decision to scale, change or stop instead of an open-ended experiment.

An illustrative workflow pattern, not a result from a specific customer.

Bring the messy version

## One workflow. A better way to run it.

Show us the tools, the handoffs, and the part that keeps slowing your team down.

[Let’s map your workflow](https://lidvizion.ai/contact/) · [Read our approach](https://lidvizion.ai/approach/)