Incident and change log

Use one record to connect what changed or went wrong to what the team did next. Keep the description factual: observed behavior, affected workflow, action taken, and the evidence supporting closure.

Download the blank incident and change log. Use one row per incident, near miss, or material change; distinguish those event types so a planned upgrade is not counted as a defect.

• Observation: Record the event type, discovery time, workflow, tool version if available, and observed behavior.
• Scope: Identify potentially affected outputs by approved internal references. State what is still unknown.
• Containment: Record whether the use was paused, permissions were restricted, affected work was held, or the manual fallback was activated.
• Ownership: Assign a responsible person, escalation route, and next action. Do not leave an open issue owned by “the team.”
• Evidence and correction: Preserve relevant records within approved access controls, then document the correction or configuration change.
• Retest and disposition: Record the relevant retest, remaining limitations, and the person authorized to resume, narrow, suspend, or retire the use.

NIST's framework includes post-deployment monitoring, change management, recovery, and decommissioning, and its generative AI profile discusses incident documentation and after-action review (NIST AI RMF Core; NIST GenAI Profile). This worksheet is an editorial operational aid, not an incident-response plan or a determination of reporting duties.

An invented workflow maps a location limit to the wrong address after a document layout change. The reviewer catches the problem before release, holds affected drafts, and uses the manual process while the team identifies other outputs with the same layout.

Record the near miss even though nothing was sent. Closing the record requires more than correcting that one output: identify whether the mapping rule or evaluation set also needs to change.

Escalate suspected data exposure, security events, or consequential errors through your organization's established process. Legal, contractual, regulatory, and insurance notice questions need the appropriate responsible advisers; this template supplies no universal deadline.

Read The pilot ends. The checking should not.. Use the approved-use register to keep a suspension or changed scope visible to users.