AIMS Handbook

Purpose

We take AI seriously at Rygen. We see the potential for improving how we work and the services we offer our clients and are excited by the opportunity.

At the same time, we are fully aware of the unique risks that AI brings to the table. We know that this is a new technology which requires a thoughtful and strategic approach if we are to fully capitalize on the opportunities while mitigating the risks to ourselves and those we serve.

Responsible AI is important to us. We believe that it is not just a buzz word but is crucial to the sustained success of our AI initiatives. To support the responsible use, development, and deployment of AI systems, both internally and externally, we at Rygen have created a system for managing AI that is guided and compliant with the ISO 42001 standard for AI Management Systems. This handbook describes the AI Management System (AIMS) established by Rygen Technologies in accordance with ISO/IEC 42001:2023. It serves as the central guide to the AIMS, outlining its structure and linking to the detailed policies, processes, and records that govern the responsible, ethical, and effective use of AI across the organization.

Components of the AIMS

The AIMS consists of a system of policies, processes, procedures, and activities that ensure the responsible use and development of AI. This system is governed with guidance and oversight by our executive team, defined in policies, and executed through the related processes that guarantee that we deliver high-value and responsible AI systems to our customers and stakeholders.

Leadership

The executive team at Rygen has championed our AIMS and is the main driving force behind it by establishing the AIMS Charter and defining the Scope of the AIMS. Additionally, the executive team has defined the Objectives of the AIMS, and directed the formation of a governance committee to ensure the objectives are met.

Policies

Our work on and with AI is guided by company policy. Together with our executive leadership, the governance committee has established the foundational AI Policy, which is a statement of our commitment to accomplishing the objectives set forth by our leadership.

The committee has also established policies for AI Security and Acceptable Use to address the growing threats posed by AI, as well as a Communication Policy that dictates how we communicate about AI with our stakeholders and interested parties.

Together, these policies ensure that we at Rygen fulfill our objectives in a safe way while delivering innovative value to our clients, all while being open and communicative of our initiatives and the impact of the systems we develop.

People

Rygen team members are the ones that enforce the policies and accomplish the objectives of the AIMS. We work together, each with our own Role and Responsibility, but every member of the team is crucial to our overall success.

At the direction of the Rygen executive team, to ensure the successful implementation of the AIMS and the achievment of their objectives, we have established an AI Governance Committee which meets regularly to review the AIMS, the AI systems we are using and developing, and take actions to ensure our continued success.

Processes

We have adopted the process approach to managing and delivering AI systems. These processes are what “run” the AIMS, guided by leadership and policy. Everything we do is a process, and these processes are improved all the time.

These processes include those that Control our Documents, guide the Impact Assessments we perform for any system we develop, help us Manage Risk, and how we Manage Data used by AI systems.

We treat the entire AI System Development Lifecycle as a process, with each phase feeding inputs to the next. At every point in the lifecycle, we assess and design, producing valuable artifacts that inform us as we move forward with building and deploying AI systems.

But we are not perfect, and there is always room to improve. To that end, when issues arise with the systems we develop, we take Corrective Action to ensure that we address the root cause. We carry out regular Internal Audits of the AIMS to ensure it is performing to the standard defined by ISO 42001, and we Monitor Performant to support our decisions and guide our initiatives.

Our Commitment

This handbook, the policies and processes herein, and the many daily activities and artifacts it generates, are important parts of Rygen’s holistic approach to AI. We are committed to being responsible stewards of this technology while we build the AI systems that will power the future of logistics.

Approval History