Institutional Pilot Framework

Local authorities and regulated services require evidence before adopting AI-enabled tools. ReporticaAI pilots are therefore designed as structured, time-limited evaluations operating within defined governance safeguards.

Each pilot aligns with Professional AI Documentation Standards (PAIDS) and is conducted in collaboration with service leadership, information governance, and safeguarding oversight.

1. Purpose

The purpose of a ReporticaAI pilot is to evaluate:

•Documentation quality and clarity
•Practitioner experience and confidence
•Operational efficiency impact
•Governance compatibility
•Safeguarding integrity

The pilot does not authorise automated decision-making or autonomous content generation. Professional judgement remains central at all times.

2. Scope of Use

During the pilot period, practitioners may use ReporticaAI to structure:

• Visit and meeting case notes
• Supervision records
• Safeguarding documentation
• Multi-agency strategy discussions
• Court preparation drafting

The tool works exclusively on text entered by the practitioner. It does not transcribe, generate narrative content, or reinterpret practitioner language.

3. Governance and Safeguarding Controls

Pilots operate within existing statutory and regulatory frameworks, including:

• Children Act 1989 (where applicable)
• Working Together to Safeguard Children
• UK GDPR and Data Protection Act 2018
• Equality Act 2010 and Public Sector Equality Duty
• Local authority information governance policies

Safeguarding controls include:

Mandatory Practitioner Review

All AI-structured documentation must be reviewed and validated by the practitioner before finalisation.

No Autonomous Content Creation

The tool structures practitioner-provided text only. It does not generate, interpret, or summarise content independently.

Defined Escalation Procedures

Any concerns regarding documentation quality, accuracy, or safeguarding integrity are escalated through existing organisational procedures.

Immediate Suspension Provisions

The pilot may be suspended immediately if any risk to service users, practitioners, or data security is identified.

4. Data Protection and Security

UK/EU Data Residency

All data processing occurs within UK/EU jurisdictions. No data is transferred to or processed in the United States.

No Retention of Identifiable Data

No client data, case notes, or practitioner inputs are retained after processing is complete.

No Model Training

Pilot data is not used to train, fine-tune, or improve AI models.

No Secondary Use

Data is processed solely for the purpose of structuring the practitioner's documentation. No secondary analysis, profiling, or aggregation occurs.

Where required, a Data Protection Impact Assessment (DPIA) can be supported.

5. Evaluation and Reporting

At the conclusion of the pilot, a structured Pilot Impact Brief is produced outlining:

• Operational findings
• Practitioner feedback
• Governance assessment
• Risk review
• Recommendation for continuation, amendment, or cessation

This ensures that any decision to proceed is evidence-based and transparent.

6. Typical Pilot Structure

Parameters

• Duration: 4–8 weeks
• Limited practitioner cohort
• Use with non-live or selected live documentation (as agreed)

Oversight

• Senior sponsor oversight
• Mid-point review meeting
• Final evaluation and reporting

7. Request Further Information

Full Pilot Terms of Reference and impact templates are available to participating authorities upon request.

For enquiries regarding a structured pilot within your service: support@reporticaai.co.uk

reporticaai.co.uk

support@reporticaai.co.uk