# AI service operation record: audit checklist

Version 0.4.0 · Educational public draft · Updated 18 August 2026

Canonical reference: https://koltra.ai/record/

Author: Koltra AI (Koltra, Inc.)

Use this checklist to inspect one AI-assisted service workflow after it ends.
An interaction is not complete merely because the dialogue ended.

## Eight checks

- [ ] Define the permitted request and intended end state before the run starts.
- [ ] Capture the source channel, time, identity state, and permitted context references.
- [ ] Separate known facts, missing facts, and unresolved ambiguity before an action.
- [ ] Record the rule, permission, approval, and human-judgment boundary that governed the step.
- [ ] Keep the authoritative system action and result, including retries and duplicate controls.
- [ ] Require a person or queue to accept ownership when judgment or exception handling is needed.
- [ ] End in exactly one declared terminal state, never in an implied success.
- [ ] Keep privacy classification, corrections, measured latency, and measured cost inspectable without inventing values.

## Allowed terminal states

- `completed`: the permitted action appears in the authoritative system and any required confirmation is recorded.
- `human_owned`: a named person or queue accepted the full state and owns the unresolved decision or exception.
- `blocked_safe`: a known rule or missing authority prevented the action, and the reason and next safe step are recorded.
- `failed_contained`: the attempt failed, partial effects were detected or contained, and the recovery owner or trigger is explicit.
- `unresolved`: no authoritative outcome or accepted owner can be proved. Never report this state as completion.

## Human-judgment boundaries by context

- Healthcare: symptoms, clinical questions, triage, and care guidance stay with the care team.
- MSP: diagnosis, customer-environment changes, and major-incident command stay with qualified technicians.
- Legal: legal advice, case assessment, representation decisions, and conflict resolution stay with authorized firm personnel.
- Tourism: complaints, service recovery, safety, accessibility, and unusual exceptions stay with hotel staff.
- Equipment-rental: safety assessment, equipment suitability, commercial exceptions, and final dispatch commitments stay with qualified rental personnel.
- B2B receivables: commercial concessions, legal positions, credit decisions, write-offs, and disputed factual judgment stay with authorized finance or legal personnel.

## Limits and reuse

This is educational design material, not a production event schema, live Koltra
product run, benchmark, certification, compliance claim, or performance result.

Licensed under CC BY 4.0. Reuse and adapt it with attribution to Koltra AI and
a link to https://koltra.ai/record/.