Consulting Practice
Classify client discovery data
Engagement notes, public case studies, and internal methods need different sharing rules.
Data access
Free Canadian small business workbook
AI Data Classification and Access Matrix
A worksheet for defining what information AI may access, restrict, retain, or escalate.
7 pages · PDF workbook · No email required
Preview the complete PDF All 7 pages · Free to explore
Scroll through the full workbook below. Download the PDF for selectable text, printing and your own working copy.
What’s inside
A working guide
for a real decision.
Map data classes, permitted use, restricted sources, role-based access, retention, expiry, and review rules before AI systems connect to operational context. Use this guide to make the operating choice explicit, test it with evidence, and record who owns the next decision.
Who this is for
CRM, HR, finance, document systems, and inbox-connected assistants.
Bring the people who own the work
Include the workflow owner, a person who performs the work, a reviewer with authority to approve or stop it, and the relevant data or tool owner.
Includes an explainer, working worksheet, three illustrative examples and practical considerations. This is a planning PDF, not prebuilt automation software.
Use it with your own work
Five questions
to work through.
Choose one workflow. Record enough context to support a decision, then use the worksheet to name the owner, evidence and next review.
Public
Which sources can AI use freely?
Internal
Which sources are safe only inside the organization?
Confidential
Which sources require role, purpose, or approval constraints?
Sensitive
Which personal, financial, or regulated data needs strict handling?
Forbidden
Which data should never enter this AI workflow?
Illustrative examples from the workbook
Where this becomes practical.
Independent Retailer
Separate operating and personal data
Product and sales trends may be useful while payment and employee details should stay out of the assistant.
Accounting Practice
Classify client files
A workflow must distinguish public guidance, firm procedures, and client-confidential records.
- AI-supported role
- Propose classifications and access paths from documented rules; flag uncertain or sensitive records.
- Human authority
- Data stewards approve classifications, permissions, retention, and prohibited uses.
- What to measure
- Track misclassified records, excessive access, denied requests, and cleanup time.
Illustrative scenarios, not client results or a promise of performance. The workbook includes additional case-specific prompts.
A useful first step
Use the workbook.
Bring us the next question.
Download and use it without booking a call. If you want help applying it, email Chris with the workflow you’re considering and what you want to improve.
Discuss your workflowFurther reading in the library
General operational guidance only. These resources are not legal, privacy, cybersecurity or regulatory advice.