AI CHANGE-CONTROL BOARD (CCB) — STARTER PACK

Purpose
Keep AI behavior changes reviewable, attributable, and reversible. This is not an “AI ethics committee.” It is production change control for prompts, tools, retrieval, routing, and logging.

Scope: What counts as an “AI behavior change”
- System prompt / tool instructions / templates
- Tool list or tool schema changes (especially write-capable tools)
- Retrieval sources (new connectors, new corpora, index rebuilds, permissions)
- Model routing (provider switch, default model change, safety setting changes)
- Logging/retention changes for AI request/response data

Two lanes
FAST PATH (standard PR review):
- UI copy, formatting, internal-only assistants with no external messaging
- Retrieval ranking tweaks within an unchanged, approved corpus
GATED PATH (CCB approval required):
- New tools that write/send/execute (tickets, emails, code, payments)
- New data connectors or expanded sensitive corpora
- Model/provider changes, routing changes, safety setting changes
- Anything affecting regulated users or PII exposure

CCB roles (minimum viable)
- Engineering Owner: accountable for operability, rollback, on-call readiness
- Security Owner: accountable for permissions, secrets, exfiltration risk
- Legal/Privacy Owner: accountable for data handling, retention, disclosures
- Product Owner: accountable for user impact and support readiness

Required receipts for GATED PATH releases
1) Versioning
- Prompt/tool/retrieval config is in version control
- Release tag or git SHA recorded in the release ticket
2) Access scope
- Explicit allowlist of tools
- Explicit list of retrieval sources/indices
- IAM policy / secret reference documented
3) Observability
- Logs include: prompt_version, model_id, tool_allowlist, rag_index_id
- Sample trace/log line attached to ticket
4) Evaluation
- Regression evals run (CI output attached)
- Named failure modes covered (e.g., policy refusal, PII handling, tool misuse)
5) Rollback
- Known-good previous version identified
- Rollback mechanism documented (feature flag / routing rule / release tag)

Release ticket template (copy/paste)
- Change summary:
- Risk lane: FAST / GATED
- Prompt/tool/retrieval artifacts (links to PR/commit):
- Prompt version/tag:
- Model + routing rule:
- Tool allowlist + permissions:
- Retrieval sources/indices:
- Logs/trace fields verified (yes/no):
- Evals run (link/output):
- Canary plan:
- Rollback plan:
- Approvers (Eng/Sec/Legal/Product):

Cadence
- Weekly CCB meeting (30 minutes): only GATED items + incident follow-ups
- Async emergency approval allowed; must be reviewed in next CCB
- Monthly AI incident review: treat prompt/tool/retrieval failures like outages

Definition of done
A change is “done” only when it can be reproduced from artifacts, monitored by version, and rolled back without guesswork.