Free FileMaker Responsible AI Gap Analysis
This form helps tailor your free 15-minute call and mini gap analysis. Answers feed into your Responsible AI Audit report. Estimated: 12-15 minutes.
Full Name
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First Name
Last Name
Organization
*
Email Address
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example@example.com
Phone Number
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Please enter a valid phone number.
Format: (000) 000-0000.
Consent
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I agree to Violet Beacon storing and processing the information provided in this assessment to deliver my gap analysis results and follow up with recommendations.
Industry
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Please Select
Healthcare/Medical
Financial Services/Insurance
Manufacturing
Education
Government/Public Sector
Legal
Nonprofit
Technology/SaaS
Professional Services
Retail/E-commerce
Other
Organization Size
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1-25 employees
26-250 employees
251-1000 employees
1000+ employees
Role
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Executive/Owner/C-Suite
IT/Development/Technical Lead
Operations/Project Manager
Compliance/Legal/Risk
Other
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Jurisdictional and Compliance Context
Where you operate and what regulatory frameworks apply.
Where is your organization primarily based?
*
Please Select
Alabama
Alaska
Arizona
Arkansas
California
Colorado
Connecticut
Delaware
Florida
Georgia
Hawaii
Idaho
Illinois
Indiana
Iowa
Kansas
Kentucky
Louisiana
Maine
Maryland
Massachusetts
Michigan
Minnesota
Mississippi
Missouri
Montana
Nebraska
Nevada
New Hampshire
New Jersey
New Mexico
New York
North Carolina
North Dakota
Ohio
Oklahoma
Oregon
Pennsylvania
Rhode Island
South Carolina
South Dakota
Tennessee
Texas
Utah
Vermont
Virginia
Washington
West Virginia
Wisconsin
Wyoming
District of Columbia
Outside the United States
Do you serve customers or process data across multiple states or countries?
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Single state only
Multiple US states
US and international
International only
Not sure
What compliance frameworks or regulations currently apply to your organization?
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HIPAA
SOX (Sarbanes-Oxley)
FERPA
PCI-DSS
GDPR
State privacy laws (CCPA/CPRA etc)
ISO certifications (any)
SOC 2
None that I'm aware of
Not sure
Other
Have you been asked about AI governance, AI ethics, or Responsible AI practices by any of the following?
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Clients or customers
Auditors
Regulators
Board or leadership
Insurance providers
No one has asked
Other
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Business Impact and AI Scope
Understanding how AI is used and the scale of its impact.
Are AI features currently used in your organization?
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Yes in production
Pilot/testing
Planned but not yet implemented
Not sure
How many AI-enabled workflows or features exist today?
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1-2
3-5
6-10
10+
Not sure
If an AI system produced incorrect results for one week without being detected, what would be the likely impact?
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Minimal inconvenience
Operational delays
Financial or customer impact
Regulatory or legal exposure
Not sure
Which of the following decisions does AI influence today?
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Customer communications
Internal operations workflows
Hiring or HR decisions
Lending/pricing/eligibility/credit decisions
Insurance decisions
Health or safety decisions
None - AI provides information only
Not sure
Other
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Next
Business Impact and AI Scope
Understanding how AI is used and the scale of its impact.
Are AI features currently used in your organization?
*
Yes in production
Pilot/testing
Planned but not yet implemented
Not sure
How many AI-enabled workflows or features exist today?
*
1-2
3-5
6-10
10+
Not sure
If an AI system produced incorrect results for one week without being detected, what would be the likely impact?
*
Minimal inconvenience
Operational delays
Financial or customer impact
Regulatory or legal exposure
Not sure
Which of the following decisions does AI influence today?
*
Customer communications
Internal operations workflows
Hiring or HR decisions
Lending/pricing/eligibility/credit decisions
Insurance decisions
Health or safety decisions
None - AI provides information only
Not sure
Other
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Next
AI System and Data Exposure
What your AI processes and what data it touches.
What types of AI capabilities are currently used?
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Generative text (chat/content/summarization)
Document extraction or classification
Image processing or analysis
Predictive analytics or scoring
Recommendation systems
Workflow automation triggered by AI
Other
What types of data are used as inputs for your AI features?
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Text fields from internal databases
Container files (PDFs/documents)
Images or media files
External API data
User-uploaded content
Other
Does the AI system process any of the following sensitive or regulated data?
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Customer personal data
Financial data
Health or regulated data
Confidential internal documents
None of the above
Not sure
Where is the AI processing performed?
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Inside our environment (self-hosted)
Vendor cloud providers
Both
Not sure
Which AI vendors or model providers are currently used?
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OpenAI
Anthropic
Microsoft Azure AI
AWS AI/Bedrock
Google AI
Open-source hosted models
Not sure
Other
Do you have contracts or agreements with AI vendors that address data handling and security?
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Yes reviewed for data handling and security
Yes but not reviewed for data/security terms
No contracts in place
No external vendors used
Not sure
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AI System and Data Exposure
What your AI processes and what data it touches.
What types of AI capabilities are currently used?
*
Generative text (chat/content/summarization)
Document extraction or classification
Image processing or analysis
Predictive analytics or scoring
Recommendation systems
Workflow automation triggered by AI
Other
What types of data are used as inputs for your AI features?
*
Text fields from internal databases
Container files (PDFs/documents)
Images or media files
External API data
User-uploaded content
Other
Does the AI system process any of the following sensitive or regulated data?
*
Customer personal data
Financial data
Health or regulated data
Confidential internal documents
None of the above
Not sure
Where is the AI processing performed?
*
Inside our environment (self-hosted)
Vendor cloud providers
Both
Not sure
Which AI vendors or model providers are currently used?
*
OpenAI
Anthropic
Microsoft Azure AI
AWS AI/Bedrock
Google AI
Open-source hosted models
Not sure
Other
Do you have contracts or agreements with AI vendors that address data handling and security?
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Yes reviewed for data handling and security
Yes but not reviewed for data/security terms
No contracts in place
No external vendors used
Not sure
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Next
Who Uses and Who Is Affected by AI
The people involved with and impacted by your AI features.
Who uses the AI features day-to-day?
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Internal employees
Contractors or temporary workers
Clients directly (self-service AI features)
Automated processes (no human user)
Other
Whose outcomes or data are influenced by the AI?
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Employees
Customers or clients
Patients
Students
Job applicants
General public
Other
Are users aware they are interacting with or being affected by AI?
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Yes all users and affected parties are informed
Some are aware but not all
No
Not sure
Have you identified possible unintended uses or harm scenarios for your AI features?
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Yes
No
Not sure
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Governance and Accountability
How your organization manages and oversees AI features.
Who is responsible for overseeing AI features in your organization?
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Specific person or role assigned
Shared across a team but no single owner
Not formally assigned
Not sure
Is there documentation describing the intended use and acceptable use of each AI feature?
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Yes comprehensive
Partial
No
Not sure
Has your organization defined what level of error or risk is acceptable for each AI feature?
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Yes
No
Not sure
Is there a defined process for escalating issues or concerns related to AI outputs?
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Yes
No
Not sure
Testing, Logging and Evaluation
How you validate AI behavior and maintain an audit trail.
Have you tested the accuracy and reliability of your AI outputs using real data?
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Yes regularly
Yes once or occasionally
No
Not sure
Are failure cases, edge cases, or risky outputs documented and reviewed?
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Yes
Partial
No
Not sure
Is there audit logging for AI-driven decisions (inputs, outputs, user actions)?
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Yes comprehensive
Partial
No
Not sure
Can you reconstruct how a specific AI result was produced if asked?
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Yes fully
Partially
Not easily
Not sure
In the last 60 days, which of the following testing activities have been performed?
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Reviewed AI outputs against known correct outcomes
Logged and reviewed failure cases
Performed bias or fairness checks
Conducted misuse or prompt-injection testing
None of the above
Not sure
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Lifecycle Management and Oversight
How you monitor, maintain, and improve AI features over time.
Can users review or override AI-generated results before they are acted upon?
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Yes always
Sometimes
No
Not sure
Is there a process for reporting incidents or unexpected AI behavior?
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Yes
No
Not sure
How often are your AI features, models, or workflows reviewed or updated?
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Regularly (on a scheduled basis)
Occasionally (ad hoc)
Rarely or never
Not sure
Do you have a process for monitoring when AI vendors or models are updated?
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Yes
No
Not sure
Are documentation and monitoring updated when AI workflows change?
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Yes
Sometimes
No
Not sure
Are there metrics or dashboards in place to monitor AI performance over time?
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Yes
In development
No
Not sure
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Next
Your Goals and Next Steps
What matters most to you and how we can help.
What are your top concerns about your current AI features?
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Data quality or bias
Lack of traceability or audit logs
User ability to review or override AI
Documentation for clients or stakeholders
Compliance alignment (NIST ISO etc)
Security of AI prompts inputs or outputs
Other
How confident are you that your organization could explain how its AI systems make decisions if asked by regulators or customers?
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Very confident
Somewhat confident
Not confident
Not sure
Are you exploring governance improvements or audit support within the next 30 days?
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Yes
Within 3-6 months
Just researching
What would you most like to get out of your free call and mini gap analysis?
*
Tell us what matters most — a specific concern, question, or outcome you are hoping for.
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