Start with the public-service function.
Describe the service, the decision being supported and the people affected. Distinguish internal administrative assistance from tools influencing eligibility, priority or access to important services. Annex III identifies specified public-service use cases; the public-sector label alone does not classify every tool.
Record the responsible body and any supplier or partner operating part of the process. Accountability becomes harder to explain when those boundaries remain implicit.
Make evidence requirements part of the conversation.
Before procurement or expansion, identify the information reviewers will need: intended purpose, limitations, data handling, oversight arrangements and change notices. Ask how the supplier will support an investigation or provide current documentation when the service changes.
Keep evaluation evidence and contractual commitments connected to the approved scope. Do not assume that a general supplier statement answers the needs of a specific public-service deployment.
Identify the reviews required for affected people.
Some deployers and use cases fall within Article 27 fundamental-rights impact assessment requirements. Determine applicability through the responsible legal and governance teams, and coordinate relevant privacy assessments without treating them as interchangeable.
A practical record should identify groups affected, possible harms, available review or complaint routes and the people authorised to respond. Make important assumptions and unanswered questions visible to the decision-makers.
Build a record that supports accountable review.
An EUAIC engagement can define the inventory, supplier evidence index and approval workflow for a bounded service. Include the record of public-facing information, registration questions where relevant and the review schedule. Separate information suitable for publication from material requiring restricted access.
- Service purpose and responsible-body map.
- Evidence requests and supplier commitments.
- Impact, oversight and escalation records.
- Decisions, open conditions and change history.