When and How to Review Your AI Policy

Why This Matters

Review your AI policy quarterly at minimum. Also review when you add new tools, regulations change, incidents occur, or business processes change significantly.

Under the EU AI Act, having documented AI governance demonstrates that your business takes AI compliance seriously. If regulators or clients ask how you manage AI use, pointing to established practices is far better than starting from scratch.

Scheduled Reviews

Every quarter, review your policy, inventory, and risk register. Ask: are all tools still accurately listed? Have we adopted new tools? Have use cases changed? Are data handling rules appropriate? Have there been incidents revealing gaps? Are there regulatory changes?

Annual reviews should be more comprehensive — evaluate overall governance effectiveness and consider structural changes.

Trigger-Based Reviews

Certain events should trigger immediate review: adopting a significant new AI tool, a notable incident or near-miss, regulatory changes, significant business changes, employee feedback about gaps, and changes to vendor terms of service.

Don't wait for the quarterly review if something important changes — address it promptly.

Managing Changes

Keep a version history showing what changed, when, and why. Communicate changes clearly to your team — don't silently update the document. Brief your team on significant changes. If changes affect daily work, provide additional training. Store old versions for reference.

This article is for informational purposes only and does not constitute legal advice. Regulatory requirements change frequently — verify current rules with official sources. Built by Sawai Gyoseishoshi Office, Hiroshima, Japan.