> ## Documentation Index
> Fetch the complete documentation index at: https://help.guardbook.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# How to record an AI reliability decision in guardbook

> A step-by-step guide to adding an Oversight Log entry in guardbook, field by field, with what each one is for.

An Oversight Log entry is the written reliability decision RICS clause 4.2 requires. Record one when an AI output has a material impact on the service you deliver, and record it before the work is issued where you can.

**1. Open the Oversight Log**

Select **Oversight Log** in the left-hand navigation. Existing entries are listed newest first, by decision date.

**2. Select Add decision**

The **Add decision** button sits at the top right of the page. The form opens as a dialog.

If your firm has no people or no tools recorded yet, the relevant picker is disabled and the button at the bottom of the form stays greyed out. Add the missing record first and come back.

**3. Choose the Surveyor**

Pick the named surveyor who takes responsibility for the use of this output. The list draws on the people recorded against your firm, so this is a picker rather than a free text box.

This is not an administrative detail. Clause 4.2 requires the decision to be prepared by, or supervised by, an appropriately qualified and named surveyor who accepts responsibility.

**4. Choose the Tool used**

Pick the AI tool that produced the output. The list comes from your firm's Tool Register, so a tool has to be on the register before a decision can be recorded against it.

This link is what lets you answer the question that matters after the fact: if a tool turns out to be unreliable, which pieces of work relied on it.

**5. Record what the AI produced**

**What did the AI produce?** takes the output itself, a summary of it, or a reference to where it sits in the project file. Any of the three is acceptable. A reference is often the sensible choice for a long output, provided the reference is specific enough for someone else to find it.

**6. Choose the Decision**

Three options, selected as buttons:

* **Used as-is**. You used the output without change.
* **Modified**. You used it after amending it.
* **Rejected**. You did not use it.

Rejected carries a further duty. See [the five reliability fields](https://help.guardbook.ai/oversight-log/five-required-fields.md) for what you owe the client when an output cannot reasonably be used.

**7. Complete the RICS 4.2 Reliability assessment**

Five fields, grouped together in the form:

1. Assumptions
2. Concerns about reliability
3. Reasons for each concern
4. What could reduce the concerns
5. Overall reliability conclusion

All five are required. Each has a short prompt under the label explaining what the standard asks for. [The five reliability fields](https://help.guardbook.ai/oversight-log/five-required-fields.md) covers them in detail, with a worked example.

**8. Check the Decision date**

Defaults to today. Change it if you are recording a decision made earlier. The date you set is the one the entry is filed and sorted under.

**9. Add a Client or job reference**

Optional, and the only optional field in the form. It is the quickest way to find a decision again later, so it is worth using. Anything your firm already recognises works, for example a job number.

**10. Select Add decision**

The entry saves and appears at the top of the log.

If a required field is empty, the form highlights it and does not submit. The server checks the same fields again, so an entry that reaches the database has all of them.

## After it is saved

The log lists Date, Surveyor, Tool, AI output and Decision. Dates show as DD/MM/YYYY and the AI output column is truncated, so hover to see the full text.

Select any row to expand it. The five reliability fields are shown in full underneath.

> [!NOTE]
>
> Entries can be deleted. Hover over a row, select **Delete**, then confirm.
>
> The record is not destroyed. It is marked as deleted and removed from the log, and the deletion is written to your firm's audit trail with the user and the time. Treat it as a correction mechanism for entries made in error rather than a way to remove a decision you would rather not have on file.


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