Open Handbook - AI and Document Review Policy

Purpose

This policy protects everyone's time by making document review agreed, short and fair. It applies to team members, volunteers and trustees. It is not a critique of anyone using AI: we value AI, including as an accessibility tool for a neurodiverse-friendly workplace, and everyone is free to use it in their own work. This policy only covers what we ask others to read.

Core principles

1. Meeting first. Raise a topic in a meeting before writing anything. Agree whether a document is needed, who writes and reviews it, and by when.

2. No unsolicited documents. Don't send AI-generated or AI-assisted documents for review unless agreed in a meeting.

3. One A4 page. Agreed documents fit on one side of A4.

When you send a document

• Own it. Read and fact-check every line. "The AI wrote it" is not an explanation.

• Say how AI was used, e.g. "AI drafted; I edited and checked."

• State the ask: what feedback, on which sections, by when.

• Protect data. Never upload financial documents (bank statements, cash flow, projections, payroll) to AI tools. Never put personal, confidential or funder-sensitive information into unapproved tools, and always opt out of AI training.

When you review a document

• Working hours. Deadlines allow review within normal working hours.

• You can say no without criticism.

• No AI ping-pong. Don't send AI's comments back as your own; say if AI helped.

• Meeting notes. Use only our approved notetaker (currently Jamie), with everyone's consent. Summaries follow the one-page limit.

Exceptions

• Funding applications may exceed one page where the form requires it. Get the reviewer's consent at least 5 working days ahead and name the sections to review.

• Urgent or statutory items Any circle can write a document for an urgent or statutory item (e.g. OSCR or ICO reporting, safeguarding concerns, short-notice funder requests) without a meeting first. Requests to review it follow the normal rules. You can ask for a quicker turnaround, but the reviewer is under no obligation to agree.

Policy Administration