Data governance for AI projects

Why governance matters

Data governance for AI projects means clear rules for who can access data, how long you keep it, and how you review it. I set these first controls before I move any data. Use this checklist to start this week.

Access and security

• Name a data owner. One person stays accountable for quality and access.
• List every data source and where it flows. Surprises disappear when you can see the path.
• Give least privilege access. People and apps get only what they need to do the job.
• Separate production and test data. Use masked or synthetic data in test to avoid exposure.
• Store API keys and service accounts in a secure vault. Never hard code them or share by email.
• Turn on multi factor sign in for tools that touch sensitive data. It blocks many simple attacks.
• Create a no send list of fields that never go to an AI tool. Examples are payment card details, health notes, and full social security numbers.
• Log access to datasets and prompts. Review the log on a set schedule and remove stale accounts.
• Review vendor data use settings. Disable training on your data when the option exists.

Retention and review

• Define retention by data type. State how long to keep prompts, outputs, logs, and training files, then delete on schedule.
• Redact personal data before storage. Personal data includes names, emails, phone numbers, and IDs.
• Version your models and prompts. Track who changed what and why so you can roll back safely.
• Test for harmful or biased outputs before launch. Keep a set of test prompts and expected outcomes.
• Require human approval for irreversible actions. Publishing, bulk emails, and refunds should have a second set of eyes.
• Write a simple incident plan. Include who to notify, how to cut access fast, and how to restore service.
• Document consent and opt out rules for training and outreach. Confirm specifics with your attorney or compliance advisor.
• Run a quarterly review of permissions, vendors, and retention. Adjust controls as the project changes.

I can help you set these controls with AI Consulting & Strategy, make your content understandable to assistants with AI Visibility (AIVO/AEO/GEO), structure key facts with Schema & Structured Data, and measure AI referrals with AppWT Analytics.