Source: https://atomic-works-test.docs-staging.pageloop.ai/data-library/ai-systems/dashboard-actions/manage-documents-and-security-questionnaires

# Manage Documents And Security Questionnaires

---
description: >-
  Learn how to manage AI system documents, requests, and security questionnaires
  in Sprinto using uploads, document requests, and questionnaire workflows.
---

# Manage Documents and Security Questionnaires

The AI Systems module in Sprinto includes document and questionnaire management workflows that help organisations maintain governance evidence and conduct AI-related security reviews.

You can:

* Upload governance documents and links
* Request documents from vendors
* Track request submissions
* Create security questionnaires
* Upload questionnaire templates
* Fill and submit questionnaires
* Maintain audit-ready evidence

These workflows help organisations centralise AI governance documentation and vendor assessment activities.

***

## Navigate to Documents and Questionnaires

To access AI system documents and questionnaires:

1. Log in to the Sprinto dashboard.
2. Navigate to **Data Library**.
3. Select **AI Systems**.

<figure><img src="../../../.gitbook/assets/Screenshot 2026-05-12 at 12.22.21.png" alt="" width="563"><figcaption></figcaption></figure>

4. Open an AI system from the **All AI Systems** tab.
5. Select the **Documents & links** tab.

<figure><img src="../../../.gitbook/assets/Screenshot 2026-05-12 at 15.30.44.png" alt="" width="563"><figcaption></figcaption></figure>

The Documents & links tab contains:

* Documents
* Requests

***

## Documents Tab

The Documents tab displays all documents and evidence associated with the AI system.

This includes:

* Uploaded documents
* Submitted documents
* Governance evidence
* Compliance artefacts
* Linked URLs

The table also displays:

* Document status
* Expiry dates
* Sources
* Request details
* Added by information

***

## Request Documents from Vendors

Sprinto allows organisations to request documents directly from AI vendors.

### Start a Document Request

To request documents:

1. Navigate to the **Documents & links** tab.
2. Click **Request**.

<figure><img src="../../../.gitbook/assets/Screenshot 2026-05-13 at 10.56.29.png" alt="" width="563"><figcaption></figcaption></figure>

3. Select the required documents.
4. Configure the request details.
5. Click **Preview & send request**.

<figure><img src="../../../.gitbook/assets/Screenshot 2026-05-13 at 10.57.34.png" alt="" width="563"><figcaption></figcaption></figure>

Sprinto sends the request after confirmation.

***

## Configure Requested Documents

You can configure:

* Required documents
* Optional documents
* Custom questionnaires
* Notification recipients
* Email templates

Examples of supported documents include:

* SOC 2 reports
* ISO 27001 certifications
* GDPR agreements
* HIPAA agreements
* Security whitepapers
* PCI DSS reports

***

## Configure Request Emails

Sprinto supports configurable request emails.

You can configure:

* Recipients
* CC recipients
* Submission notifications
* Email subject
* Email header
* Email body

You can also configure whether selected documents are displayed inside the email.

***

## Preview and Send Requests

Before sending the request:

1. Click **Preview & send request**.
2. Review the generated email.
3. Click **Send request**.

<figure><img src="../../../.gitbook/assets/Screenshot 2026-05-12 at 14.51.28.png" alt="" width="375"><figcaption></figcaption></figure>

Sprinto sends the document request to the vendor.

***

## Requests Tab

The Requests tab displays all document requests associated with the AI system.

The table includes:

* Request name
* Request status
* Submission details
* Requested by information
* Reminder tracking

This helps organisations track the lifecycle of document requests and submissions.

***

## Upload Documents and Links

Sprinto supports manual uploads for governance evidence.

### Add Documents or Links

To upload documents:

1. Navigate to the **Documents** tab.
2. Click **Add**.

<figure><img src="../../../.gitbook/assets/Screenshot 2026-05-13 at 11.12.04.png" alt="" width="563"><figcaption></figcaption></figure>

3. Select **Add document or link**.
4. Upload the required files or add URLs.
5. Click **Save**.

<figure><img src="../../../.gitbook/assets/Screenshot 2026-05-13 at 11.24.14.png" alt="" width="563"><figcaption></figcaption></figure>

The uploaded evidence is stored within the AI system record.

***

## Supported Upload Types

Sprinto supports:

* File uploads
* URL-based evidence
* Multiple uploads

Supported formats may include:

* PDF
* DOC/DOCX
* XLS/XLSX
* CSV
* PPT/PPTX
* ZIP
* PNG
* JPG
* JSON
* MSG

***

## Add Multiple Documents

To upload additional evidence:

1. Click **Add another document/link**.
2. Repeat the upload process.

<figure><img src="../../../.gitbook/assets/Screenshot 2026-05-13 at 11.26.03.png" alt="" width="563"><figcaption></figcaption></figure>

This helps organisations centralise all governance evidence for the AI system.

***

## Security Questionnaires

Sprinto supports reusable AI security questionnaires for vendor and AI system assessments.

Questionnaires help organisations:

* Standardise vendor assessments
* Collect governance responses
* Maintain audit-ready records
* Evaluate AI security posture

***

## Fill a Questionnaire

To complete a questionnaire:

1. Navigate to the **Documents & links** tab.
2. Click **Add**.

<figure><img src="../../../.gitbook/assets/Screenshot 2026-05-13 at 11.12.04.png" alt="" width="563"><figcaption></figcaption></figure>

3. Select **Fill questionnaire**.
4. Choose the required questionnaire.
5. Complete the questionnaire.
6. Click **Finish**.

<figure><img src="../../../.gitbook/assets/Screenshot 2026-05-13 at 11.39.20.png" alt="" width="375"><figcaption></figcaption></figure>

Sprinto saves the questionnaire submission within the AI system record.

***

## Questionnaire Features

The questionnaire workflow supports:

* Progress tracking
* Search
* Filters
* Attachments
* Additional comments
* Draft saving

This helps teams complete large assessments efficiently.

***

## Submit Questionnaire Responses

After completing all mandatory questions:

1. Click **Finish**.
2. Review the confirmation message.
3. Click **Submit**.

<figure><img src="../../../.gitbook/assets/Screenshot 2026-05-13 at 11.40.37.png" alt="" width="563"><figcaption></figcaption></figure>

Sprinto finalises the questionnaire response.

After submission:

* Responses become read-only
* Submission history is maintained
* Evidence remains linked to the AI system

***

## Create a Custom Questionnaire

Sprinto supports CSV-based questionnaire creation.

### Add a Questionnaire

To create a questionnaire:

1. Navigate to the **Questionnaire** tab inside AI Systems.
2. Click **Create custom questionnaire**.

<figure><img src="../../../.gitbook/assets/Screenshot 2026-05-13 at 11.43.54.png" alt="" width="375"><figcaption></figcaption></figure>

3. Download the CSV template.
4. Populate the questionnaire.
5. Upload the CSV file.

Additional configuration options appear after the upload.

***

## Configure Questionnaire Metadata

After uploading the questionnaire:

1. Configure the questionnaire details.
2. Click **Preview & add questionnaire**.

You can configure:

* Questionnaire name
* Recommended frameworks
* Recommended vendor risk levels
* Recommended vendor categories

<figure><img src="../../../.gitbook/assets/Screenshot 2026-05-13 at 11.46.30.png" alt="" width="375"><figcaption></figcaption></figure>

The recommendation fields support multiple selections.

***

## Preview Questionnaires

Sprinto validates uploaded questionnaires before publishing.

The preview includes:

* Question IDs
* Domains
* Questions
* Descriptions
* Mandatory status
* Question types

This helps organisations review the questionnaire structure before publishing.

***

## Publish a Questionnaire

After validating the questionnaire:

1. Click **Add questionnaire**.

The questionnaire becomes available for:

* AI vendor assessments
* Document request workflows
* Due diligence reviews

<figure><img src="../../../.gitbook/assets/Screenshot 2026-05-13 at 11.48.07.png" alt="" width="563"><figcaption></figcaption></figure>

***

## Questionnaire Recommendations

Questionnaires can be recommended based on:

* Compliance frameworks
* Vendor risk levels
* Vendor categories

This helps organisations standardise governance workflows across different AI systems.

***

## AI Governance Best Practices

When managing AI governance evidence:

* Maintain updated compliance documents
* Use standardised questionnaires
* Periodically review uploaded evidence
* Configure document expiry tracking
* Centralise governance artefacts
* Reuse questionnaires across vendors
* Track request completion regularly

***

## Related Information

* [AI Systems Overview](../)
* [How AI Systems Work](../how-ai-systems-work.md)
* [Perform AI System Due Diligence](perform-ai-system-due-diligence.md)
* [Manage Findings and Tasks](manage-findings-and-tasks.md)
* [Configure AI Systems](configure-ai-systems.md)