Systems and tools in scope

Technical reviewers need to know which systems the workflow touches, what tools are proposed, and what stays explicitly out of scope. Ambiguity here slows everything down.

Data types and exclusions

Not every pilot needs sensitive data. Spell out what data may be touched, what should be sanitized, and which categories are excluded unless a reviewer approves otherwise.

Access boundaries

Least-necessary access matters. Reviewers want to see who needs access, how it is granted, and how scope widening is prevented if the pilot starts to succeed.

Retention and deletion expectations

Document how long materials are retained, how outputs are stored, and what cleanup or deletion expectations apply once a pilot ends.

Documentation that should exist before rollout

• Workflow description and owner
• Scorecard and success criteria
• Reviewer path and decision points
• Output ownership and handoff notes