# guardbook

> The guardbook help centre. How to set up and use guardbook to meet the RICS standard on responsible use of AI in surveying practice.

- [guardbook: RICS AI compliance for surveying firms](https://help.guardbook.ai/getting-started/introduction.md): What guardbook does, which RICS obligations it carries, and what your firm still has to do outside the product.
- [Creating your guardbook account](https://help.guardbook.ai/getting-started/create-account.md): How to sign up, confirm your email, and what happens the first time you sign in.
- [The onboarding questionnaire](https://help.guardbook.ai/getting-started/onboarding-questionnaire.md): The eighteen questions, what each section is for, and why the answers matter more than they look.
- [Your GUARD Score](https://help.guardbook.ai/getting-started/guard-score.md): Exactly how the GUARD Score is calculated, task by task, and what it does and does not tell you.
- [The RICS AI standard: what it is and what it requires](https://help.guardbook.ai/rics-standard/overview.md): An introduction to Responsible use of artificial intelligence in surveying practice, its five sections, and the obligations each one creates.
- [Who the RICS AI standard applies to](https://help.guardbook.ai/rics-standard/who-it-applies-to.md): Which members and firms are in scope, which duties are switched on by material impact, and which apply regardless.
- [The clauses, in plain English](https://help.guardbook.ai/rics-standard/clauses.md): What each clause of the RICS AI standard requires, and where the corresponding record lives in guardbook.
- [What you have to be able to produce](https://help.guardbook.ai/rics-standard/what-assessors-look-for.md): Clause 4.4 requires written information on request. Here is what that means in practice and where each record sits in guardbook.
- [Material impact: the clause 1.2 determination](https://help.guardbook.ai/materiality/overview.md): The judgement that switches on most of the RICS standard's duties, and how guardbook records it.
- [The AI Use Case Register](https://help.guardbook.ai/materiality/use-case-register.md): The list of AI use cases from your onboarding answers, where you rate each one's materiality.
- [Tool Register: your firm's record of every AI tool](https://help.guardbook.ai/tools-register/overview.md): What the Tool Register holds, and how it carries the RICS clause 3.2 and clause 4.1 obligations for each tool your firm uses.
- [Adding a tool to your Tool Register](https://help.guardbook.ai/tools-register/adding-a-tool.md): A field-by-field guide to the Add tool form, including the catalogue typeahead and what each compliance field is for.
- [The built-in tool catalogue](https://help.guardbook.ai/tools-register/built-in-catalogue.md): How the catalogue typeahead works when adding a tool, what it fills in, and how far to trust the vendor-stated data handling note.
- [System Appropriateness Assessment (clause 3.2)](https://help.guardbook.ai/tools-register/suitability-assessments.md): The six sections of a System Appropriateness Assessment, how signing works, and what guardbook requires before it will let you sign.
- [Supplier due diligence (clause 4.1)](https://help.guardbook.ai/tools-register/supplier-due-diligence.md): The six written questions clause 4.1 requires, how to record limited or missing answers, and why gaps become risks automatically.
- [Oversight Log: your firm's written reliability decisions](https://help.guardbook.ai/oversight-log/overview.md): What the Oversight Log is for, when RICS clause 4.2 requires an entry, and what each entry records.
- [How to record an AI reliability decision in guardbook](https://help.guardbook.ai/oversight-log/recording-a-decision.md): A step-by-step guide to adding an Oversight Log entry in guardbook, field by field, with what each one is for.
- [The five reliability fields RICS clause 4.2 requires](https://help.guardbook.ai/oversight-log/five-required-fields.md): What a written reliability decision must contain under RICS clause 4.2, and what to write in each of the five fields in the guardbook Oversight Log.
- [The named surveyor on an Oversight Log entry](https://help.guardbook.ai/oversight-log/sign-off.md): What RICS clause 4.2 requires of the surveyor named on a reliability decision, how supervision works, and how guardbook records it.
- [Risk Register: what RICS clause 3.3 requires](https://help.guardbook.ai/risk-register/overview.md): Why your firm needs an AI risk register, the risks the RICS standard names, and what guardbook records against each one.
- [Adding and editing a risk in guardbook](https://help.guardbook.ai/risk-register/adding-risks.md): A field-by-field guide to the Add risk form, including which fields clause 3.3 needs even though guardbook does not require them.
- [RAG ratings and risk appetite in guardbook](https://help.guardbook.ai/risk-register/rag-ratings.md): How guardbook scores a risk, where the Green, Amber and Red bands sit, and how your firm's risk appetite works.
- [Reviewing your risk register every quarter](https://help.guardbook.ai/risk-register/quarterly-review.md): What clause 3.3 requires of a quarterly review, how to carry one out, and how to record it in guardbook.
- [Dip sampling](https://help.guardbook.ai/checks/dip-sampling.md): Check a random sample of what your automated or high-volume AI tools produce, and sign the result off.
- [Data safeguards check](https://help.guardbook.ai/checks/data-safeguards.md): A yearly signed check of how your firm keeps private and confidential data secure and prepares it before it goes into AI tools.
- [Training records](https://help.guardbook.ai/checks/training.md): The three kinds of AI training the RICS standard asks for, who needs each one, and how to record it.
- [AI Policy: what clause 3.2 requires](https://help.guardbook.ai/ai-policy/overview.md): Why your firm needs a written AI policy, the four things it must cover as a minimum, and how guardbook generates and versions it.
- [Generating your firm's AI policy](https://help.guardbook.ai/ai-policy/generating-your-policy.md): What guardbook uses to draft your policy, what to check before adopting it, and why the order you do things in matters.
- [Adopting and signing your AI policy](https://help.guardbook.ai/ai-policy/adopting-and-signing.md): What adoption means, what you are confirming when you sign, and how guardbook records the signature.
- [Keeping your AI policy current](https://help.guardbook.ai/ai-policy/keeping-it-current.md): When to regenerate, what regenerating does to the previous version, and why an adopted policy can quietly go out of date.
- [Client disclosures: what clause 4.3 requires](https://help.guardbook.ai/client-transparency/overview.md): The six things your governing documents must tell clients about AI use, and how guardbook produces the wording for your terms of engagement.
- [Your disclosure answers](https://help.guardbook.ai/client-transparency/terms-of-engagement.md): The five questions guardbook asks before it will generate a client disclosure statement, and how to answer each one well.
- [Generating and adopting your disclosure statement](https://help.guardbook.ai/client-transparency/disclosure-statements.md): What goes into your client disclosure statement, how versioning works, and what you still have to do with the wording.
- [Telling a client an output could not be used](https://help.guardbook.ai/client-transparency/unusable-outputs.md): The clause 4.2 duty to tell the client in writing when an AI output could not be relied on, and how guardbook helps you track it.
- [Explaining an AI system to a client](https://help.guardbook.ai/client-transparency/client-explanations.md): When a client asks how an AI system was used on their work, guardbook compiles the written explanation clause 4.4 requires and records that you gave it.
- [The audit trail](https://help.guardbook.ai/evidence-audit/audit-trail.md): What guardbook logs automatically, what the audit trail page shows, and an honest account of how far it can be trusted.
- [The evidence pack](https://help.guardbook.ai/evidence-audit/evidence-pack.md): What goes into the evidence pack PDF, which clause each section answers, and what to check before you export it.
- [Sharing your evidence](https://help.guardbook.ai/evidence-audit/assessor-handover.md): How to hand your governance records to an assessor, insurer or client, and what to send alongside the evidence pack.
- [Compliance calendar and reminders](https://help.guardbook.ai/firm-compliance/calendar.md): Every date guardbook tracks for your firm in one place, and the reminder emails that go with them.
- [Assets and insurance](https://help.guardbook.ai/firm-compliance/assets-and-insurance.md): Keep your insurance, software and equipment in one list, with every renewal, expiry and calibration date tracked.
- [CPD](https://help.guardbook.ai/firm-compliance/cpd.md): Log continuing professional development for everyone at the firm against their own professional body's target.
- [GDPR records](https://help.guardbook.ai/firm-compliance/gdpr.md): Your data breach log, requests from people about their data, and your record of processing activities, with the legal deadlines worked out for you.
- [Your account and your firm's users](https://help.guardbook.ai/account/users-and-permissions.md): Your own account, two-step sign-in, inviting colleagues, and what owners and members can each do.
- [Your firm's details](https://help.guardbook.ai/account/firm-details.md): The organisation record behind every document guardbook generates, including the two answers that shape your documents.
- [Your firm's People record](https://help.guardbook.ai/account/people.md): Who belongs on the People record, what it captures, and why the Oversight Log depends on it.


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