# Cloud and AI Approval Procedure

| Document information | Value |
|-----------------------|------|
| Document type | Procedure instruction (VA-11) |
| Scope | {{ISMS_SCOPE}} |
| Organisation | {{ORG_NAME}} |
| Process owner | {{ROLE_ISB}} |
| Approved by | {{ROLE_ISB}} |
| Version | {{DOC_VERSION}} |
| Date | {{DOC_DATE}} |
| Status | {{DOC_STATUS}} |

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## 1. Purpose

This procedure governs the assessment and approval of cloud and AI/GenAI services as well as their permissible use. It operationalises the associated policy ({{LINK:R12}}).

## 2. Scope

Applies within the ISMS scope ({{ISMS_SCOPE_DESCRIPTION}}).

## 3. Trigger

Request to use a cloud or AI service.

## 4. Inputs

- Service description & provider information
- Protection need/data classes
- Contract/DPA documents

## 5. Process

1. Record the request in {{TOOL_TICKET}} (service, purpose, data classes).
2. Assessment: protection need, data location/EU, tenant separation, exit; for AI, exclusion of training/passing on.
3. Review contract/DPA (for AI: opt-out/enterprise contract, EU AI Act).
4. Approval & inclusion in the approval list ({{TOOL_NAME}}); define permissible data classes.
5. Use & control: human in the loop for AI, periodic review ({{REVIEW_CYCLE}}).

## 6. RACI

| # | Step | R (Execution) | A (Accountable) | C (Consulted) | I (Informed) |
|---|---------|------------------|------------------|-----------------|----------------|
| 1 | Record the request in {{TOOL_TICKET}} (service) | Requester/business unit | {{ROLE_ISB}} | - | - |
| 2 | Assessment | {{ROLE_ISB}} | {{ROLE_ISB}} | {{ROLE_IT_LEAD}} | {{ROLE_DPO}} |
| 3 | Review contract/DPA (for AI) | {{ROLE_ISB}} | {{ROLE_MANAGEMENT}} | {{ROLE_DPO}} | - |
| 4 | Approval & inclusion in the approval list | {{ROLE_ISB}} | {{ROLE_ISB}} | - | Business unit |
| 5 | Use & control | Business unit | {{ROLE_ISB}} | - | - |

## 7. Result & evidence

Approval decision and approval list in the ISMS tool ({{TOOL_NAME}}); documented permissible data classes. Evidence is referenced in the central evidence register ({{LINK:NACHWEISREGISTER}}).

## 8. Key performance indicators (KPI)

- Share of approved vs. used services
- Shadow IT findings
- Overdue service reviews

## 9. Related documents

- Associated policy: {{LINK:R12}}
- {{LINK:VA-10}}
- Technical security baseline: {{LINK:BASELINE}}
- ISA mapping matrix: {{LINK:ISA_MAPPING}}

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