Schedule 2 – Outcome Document Drafting Guidelines for Committees

General Guidelines

   (1)         Include a title clearly identifying the document type (Policy Innovation or AI Development Committee), session topic, and date.

   (2)         List the incumbent committee members and their roles.

   (3)         List the participating entities and professionals.

   (4)         Specify the editors of the document.

   (5)         Use a consistent version numbering system and include the version and date on the document.

   (6)         Check the last identification number in chronology for the AISTANDARDIO document to ensure proper sequencing and avoid duplicates.

(a)   The code format for the Policy Innovation Committee is AISTANDARDIO-PIC-[4-digit numbering]-[Year in YYYY format]

(b)   The code format for the AI Development Committee is AISTANDARDIO-ADC-[4-digit numbering]-[Year in YYYY format]

(c)   The code format for the Strategic Affairs Committee is AISTANDARDIO-SAC-[4-digit numbering]-[Year in YYYY format]

   (7)         Write in a clear, professional tone using proper grammar and formatting.

   (8)         Use section headers to organize the content logically.

Discussion Points Section

   (1)         Clearly list the main discussion points or questions addressed in the committee session.

   (2)         Ensure the discussion points are relevant to the session topic and the committee’s focus area.

   (3)         Use bullet points or numbered lists to present the discussion points concisely.

Key Observations and Insights Section

   (1)         Summarise the key observations, insights, and outcomes from the committee session.

   (2)         Use subsections with descriptive headers to organize the content by subtopic or presenter.

   (3)         Provide a brief background or context for each subtopic or presenter before delving into the key points.

   (4)         Use bullet points to present key findings, recommendations, or action items.

   (5)         Include relevant examples, case studies, or anecdotes to illustrate important points.

   (6)         Highlight any challenges, concerns, or areas for further exploration related to each subtopic.

Formatting Guidelines

   (1)         Use a consistent font style and size throughout the document.

   (2)         Use bold or italic formatting sparingly for emphasis.

   (3)         Include page numbers on each page.

   (4)         Use inline citations or footnotes to reference any external sources mentioned in the document.

   (5)         Include a “Video Links” section at the end of the document to provide links to recordings of the session, if available.

Policy Innovation Committee (formerly Research Ethics Committee)

   (1)         Focus on gathering legal and policy points from stakeholders.

   (2)         Summarise key insights and observations from the committee session, organised by speaker or subtopic.

   (3)         Use bullet points to highlight main points made by each speaker or on each subtopic.

   (4)         Include a “Special Considerations” section to document additional important points raised by experts (if necessary).

   (5)         Conclude with a summary of the main themes and challenges discussed.

   (6)         Writing style should be more concise and high-level, focusing on key takeaways rather than detailed discussions.

AI Development Committee (formerly R&D Committee)

   (1)         Gather legal and policy points as well as points discussed by entities involved in building and demonstrating AI solutions.

   (2)         Include a section on “Key Observations” based on the demonstration of AI solutions and use cases.

   (3)         Document the demonstration and discussion for each participating entity in detail, including:

(a)    Background information on the entity and their AI solution

(b)   Specific use cases and target audiences

(c)   Technical details and development process

(d)   Challenges encountered and lessons learned

(e)   Legal and ethical considerations raised during the discussion

   (4)         Use a narrative writing style to describe the flow of the demonstration and discussion for each entity.

   (5)         Include direct quotes and specific examples to illustrate key points.

   (6)         Document questions and feedback from committee members during the demonstration.

   (7)         Conclude with a summary highlighting the potential impact and challenges of the demonstrated AI solutions.

Strategic Affairs Committee

   (1)         Focus on geopolitical, strategic, and economic impacts of AI technologies: The Strategic Affairs Committee shall gather insights on how AI technologies influence global geopolitical dynamics, economic stability, and strategic competition. This includes analysing AI’s role in national security, international relations, defence strategies, and global economic trends.

   (2)         Summarize key observations from stakeholders: The committee shall organize its findings by speaker or subtopic, ensuring that contributions from experts in defence, economics, and international relations are clearly documented. Focus on the strategic implications of AI developments, including risks posed by adversarial uses of AI.

   (3)         Use bullet points to highlight main points: Key points made by each speaker or expert should be summarized in bullet points for clarity. This could include topics such as AI’s role in cyber warfare, autonomous weapons systems, or its impact on global supply chains.

   (4)         Include a “Special Considerations” section: Document additional important points raised by experts related to specific geopolitical or strategic scenarios. This could include emerging threats or opportunities that require further exploration.

   (5)         Conclude with a summary of the main themes and challenges discussed: The committee shall provide a high-level summary of the key themes that emerged during discussions. Highlight any strategic challenges identified, such as the need for new international regulations or frameworks to govern AI in defence and security contexts.

   (6)         Writing style should be concise and focused on actionable insights: The committee’s reports should avoid overly detailed discussions and instead focus on high-level takeaways that can inform policy decisions. Recommendations should be practical and aimed at addressing immediate strategic concerns related to AI.