Source: https://sprinto-test.docs-staging.pageloop.ai/data-library/ai-systems/dashboard-actions/manage-documents-and-security-questionnaires # 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**. ![](/assets/8074cf53a54d-screenshot-2026-05-12-at-12.22.21.png) 4. Open an AI system from the **All AI Systems** tab. 5. Select the **Documents & links** tab. ![](/assets/1e9ca9e8d8aa-screenshot-2026-05-12-at-15.30.44.png) 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**. ![](/assets/71779dc7b14a-screenshot-2026-05-13-at-10.56.29.png) 3. Select the required documents. 4. Configure the request details. 5. Click **Preview & send request**. ![](/assets/c9394e708613-screenshot-2026-05-13-at-10.57.34.png) 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**. ![](/assets/c4148422e34d-screenshot-2026-05-12-at-14.51.28.png) 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**. ![](/assets/d4ed4a1fb18b-screenshot-2026-05-13-at-11.12.04.png) 3. Select **Add document or link**. 4. Upload the required files or add URLs. 5. Click **Save**. ![](/assets/bd0480590e81-screenshot-2026-05-13-at-11.24.14.png) 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. ![](/assets/c2718c72a80b-screenshot-2026-05-13-at-11.26.03.png) 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**. ![](/assets/d4ed4a1fb18b-screenshot-2026-05-13-at-11.12.04.png) 3. Select **Fill questionnaire**. 4. Choose the required questionnaire. 5. Complete the questionnaire. 6. Click **Finish**. ![](/assets/f36a50b9fdb0-screenshot-2026-05-13-at-11.39.20.png) 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**. ![](/assets/771e8f82bccb-screenshot-2026-05-13-at-11.40.37.png) 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**. ![](/assets/94fed681d6ef-screenshot-2026-05-13-at-11.43.54.png) 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 ![](/assets/250b8a9fc6fb-screenshot-2026-05-13-at-11.46.30.png) 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 ![](/assets/81905630f87b-screenshot-2026-05-13-at-11.48.07.png) --- ## 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](/data-library/ai-systems) - [How AI Systems Work](/data-library/ai-systems/how-ai-systems-work) - [Perform AI System Due Diligence](/data-library/ai-systems/dashboard-actions/perform-ai-system-due-diligence) - [Manage Findings and Tasks](/data-library/ai-systems/dashboard-actions/manage-findings-and-tasks) - [Configure AI Systems](/data-library/ai-systems/dashboard-actions/configure-ai-systems)