Decide and assign
An email “go-ahead” leaves no record of who agreed to which version, or when.
Who recorded the approval, in what role, when, and over which version. History on screen and in the PDF.
Every act —submission for review, review, approval recorded, rejection, withdrawal, supersession, closing statement and publication— is kept in a shared insert-only record that cannot be edited or deleted. Each workflow keeps its own rules; what is shared is what gets recorded and how it is shown. In M1 it covers classification and policy; in M2, policy, changes and high risks; in M3, FRIA and DPIA.
With M2, the decision log (GOB-4) also records relevant AI decisions with their context, the options considered and the rationale.
The act, the person and the roles they held at the time, the server date, the comment and the SHA-256 hash of the content. The exact content the hash was computed over is stored too, so it can be recomputed.
Only someone holding the permission for that act in the role matrix can record it: the Owner or the AI Officer records the approval of a policy, and the Owner that of a FRIA or a DPIA. The record is written by a single database function; no screen writes it directly.
When a critical section is closed, whoever closes it confirms that, based on the information available and within their area of responsibility, the information is up to date and reasonably complete; the statement is identified by its SHA-256 fingerprint. It is required when closing classification (VIS-2) and the risk register (GOB-3), when publishing the policy (VIS-3) and when recording the approval of the FRIA and the DPIA.
Anyone with access to the audit log —Owner, AI Officer, DPO and Auditor— can recompute an act's hash and see both values to compare them. The result is “content verified”, “mismatch” or “no snapshot”, for acts recorded before their content was stored.
Title, type, context, options considered, decision taken and rationale, with who decided and, where relevant, the Committee minutes, the system and the risk involved. The Owner, AI Officer, DPO and Contributor log decisions. After 30 days each decision is consolidated and can only be superseded by a new one; the earlier one stays visible, marked as superseded.
Approval history in the PDFs
The policy, FRIA and DPIA PDFs include the “Approval history” block with the acts recorded up to the moment they were generated: act, roles, date, hash and the result of the content check.
The controls in the Alethexis catalogue that this feature helps to document, with their legal basis where they have one, and their nature.
Every piece of evidence added to the system is automatically tagged with author, date, version and the SHA-256 hash of its content. Evidential integrity is validated on every auditable export.
Legal basis
No direct basis in law.
Completed P5 classifications and FRIAs/DPIAs are put to the Committee for formal sign-off, keeping the structural separation between the FRIA and the DPIA. The underlying legal obligation (Article 27 for the FRIA, Article 35 GDPR for the DPIA) is not discharged by the Committee's sign-off; this is a complementary methodological control.
Legal basis
No direct basis in law.
Data from the controls catalogue. The labels show the regulatory nature of each control; they are not a statement of compliance.