‘Lost in the System’ A case to explore the Importance of AI Inventories and Governance Record-Keeping in Education

TRACKING & DOCUMENTING AI USE IN EDUCATION

How to cite this learning scenario

Arantes, J. (2025). Lost in the System. Case Studies in AI Governance for Education. www.AI4education.org. Licensed under a Creative Commons Attribution 4.0 International License.
abstract
This case study explores what happens when educational institutions deploy AI tools without maintaining up-to-date inventories or governance records. Based on real-world risk patterns, the fictionalised scenario follows a large education provider that unknowingly allowed multiple departments to adopt AI systems—without central oversight, documentation, or ethical review. When a serious data breach occurred, the organisation had no record of what tools were in use, who had approved them, or how they were being managed. The case highlights the critical need for maintaining AI inventories, data flows, and decision-making records to ensure accountability, transparency, and ethical oversight.

You can’t govern what you don’t track. An AI inventory isn’t just an admin task—it’s an act of accountability.

Lost in the System

detail

Overview

discussion and application

discussion intro
Discussion Questions
overview
Who might be interested in this case? 
questions

supplementary materials

Within the context of your own school or intital teacher educaiton program, consider including: 

Do you want to know more?
© Copyright 2024 Web.com Group, Inc. All rights reserved. All registered trademarks herein are the property of their respective owners.
Subscribe to the AIGE Newsletter
Acknowledgement of Country We acknowledge the Ancestors, Elders and families of the Kulin Nation (who are the traditional owners of the land. where this work has bene predominantly completed. As we share our own knowledge practices, we pay respect to the deep knowledge embedded within the Aboriginal community and recognise their ownership of Country. We acknowledge that the land on which we meet, learn, and share knowledge is a place of age-old ceremonies of celebration, initiation and renewal, and that the Traditional Owners' living culture and practices have a unique role in the life of this region.