Management system structure
Define scope, accountable roles and the processes connecting AI use with governance.
AI Management System (AIMS) Development
An AI management system (AIMS) is the set of roles, processes, decisions and records an organisation uses to govern how it develops, provides or uses AI. ISO/IEC 42001:2023 sets the requirements for one. Umbrella Tech builds an AIMS your people can operate: defined roles, an AI inventory, risk and impact assessment records, approval workflows and evidence templates aligned to the standard.
The problem
The challenge we help you address
An AI policy on its own does not tell anyone who approves a new AI tool, how risk is recorded or what evidence to keep. Teams adopt AI features faster than governance can follow, and the organisation cannot show a customer or auditor how decisions were made.
The outcome
What the engagement should deliver
A working AIMS sized to your organisation: clear accountabilities, a maintained AI inventory, repeatable risk and impact assessments, and templates that make good records easy to produce. It can stand alone or form the core of an ISO/IEC 42001 certification programme.
How we can help
AI inventory
Build a register of AI systems, features, suppliers and owners, and a way to keep it current.
Working documentation
Develop AI risk records, impact assessment templates, approval workflows and evidence templates.
Tooling
Set up the registers and workflows in tools you already use, such as SharePoint and Microsoft Lists, where that suits.
Operational adoption
Connect the AIMS with existing management practices and set review responsibilities.
How we deliver
How the work runs
01
Scope and roles
Agree what the AIMS covers and who holds each accountability.
02
Inventory and criteria
Build the AI inventory and agree risk and impact criteria.
03
Templates and workflows
Create the documents and approval steps, then trial them on real AI uses.
04
Adopt and review
Train owners, run the first review cycle and refine.
ISO/IEC 42001
ISO/IEC 42001 defines requirements for an artificial intelligence management system (AIMS), including AI risk assessment, AI system impact assessment and reference controls in Annex A.
About ISO/IEC 42001 services →Preparing for certification
We support readiness and implementation. Certification is voluntary and assessed separately by an independent certification body.
Gap assessmentUmbrella Tech
Remediation and implementationUmbrella Tech with your team
Operate and build evidenceYour organisation
External certification or assessmentIndependent body
Frequently asked questions
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What is an AI management system?
It is the way an organisation governs AI: policy, responsibilities, risk and impact assessment, controls, records and review. Software can support it, but an AIMS is an operating model, not a product.
When should a business use it?
When AI use has grown beyond a few tools and needs consistent approval and oversight, when customers ask how AI is governed, or as the foundation for ISO/IEC 42001 alignment. Smaller organisations may start with AI Governance & Acceptable Use and grow into an AIMS.
What does implementation include?
Scope and roles, an AI inventory, risk and impact assessment templates, approval workflows, evidence templates, owner training and the first review cycle.
How long does a project take?
It depends on the number of AI systems and teams, how much governance already exists and how quickly owners can be engaged. We confirm scope and timing in discovery.
What are the main security or governance considerations?
The inventory and assessments often contain sensitive information about systems and suppliers, so access to them needs control. The AIMS should reuse existing information security and privacy processes where possible, and every AI use needs a named owner.
Plan the next improvement
Tell us how AI is used across your organisation and who needs to govern it. We will help design an AIMS that fits.