Your agency AI data-handling and review playbook
Agree who can access which information, where drafts appear, who checks them and how to stop a task. Use this worksheet with your agency’s approved tools and written service arrangements.
Download the one-page playbook for your vendor records and staff onboarding.
Agree the work before connecting accounts
Record the chore, the source records, the output, who checks it and what stays with licensed staff. Keep coverage decisions, advice and final sends with the agency. Confirm the actual software access for this job.
Record the tools and information
List the agency-owned computer, software accounts, AI provider and approved information. Record what text or screenshots the provider receives, its retention terms and training settings. Disabling model training does not mean zero retention. Keep credentials out of prompts and shared lessons.
Make review repeatable
Check the right customer, current source documents, dates and identifiers. Trace extracted values back to their sources. Hold missing or conflicting information. Record who reviewed the output, what changed and the next action. Use fictional data for shared practice.
Know how to stop and get help
Name the staff contact and backup, the stop procedure and the fallback route. Report a problem to tyler@cirlet.com. Record the relevant incident facts without putting customer data into support notifications. Follow the incident and notification arrangements in your agreement.
Keep your vendor record current
Keep the agreement, account inventory, access permissions, provider terms, staff instructions and incident contacts together. Your agency and advisers determine which state and other requirements apply. This worksheet is not a legal compliance certification.
Train the next person
Use the Cirlet learning library and a fictional example. Have the colleague produce a draft, check its source, spot an error and explain when to stop. Keep lifetime library access, including updates, after paid support ends.
Questions to ask anyone who touches your client data
A VA, an outsourcing firm or an AI tool:
- Agreed chore and output
- Staff reviewer and backup
- Approved tools and information
- Stop procedure and help contact
How Cirlet's AI assistant answers them
- ________________________________
- ________________________________
- ________________________________
- ________________________________
Sources: Cirlet: AI plan and data; NAIC: cybersecurity background. Confirm requirements for your agency with your advisers.