AI Fluency
Human-Led. AI-Powered.
Robinson & Company
AI System Portal
Your guided journey. Work through each phase in order.
Your Claude accounts โ
existing and new
Robinson & Company currently has two Claude accounts. The Team account is the next step. Here is how they all relate.
All three accounts live in Anthropic's cloud. They are separate from each other. The Team account is not an upgrade of either existing account โ it is a new account created with a firm email address.
Why the Team account matters for the firm. The existing accounts cannot be shared across staff without violating Anthropic's terms. The Team account gives every staff member their own login, keeps the firm's data out of model training automatically, and gives Greg and Lauren full visibility and control over how Claude is used across the firm.
This document sets out how Robinson & Company approaches data governance as AI is introduced into your operations. It defines what data is used, where it lives, who is responsible for it, and how decisions about data are made.
These are best practice frameworks adapted for a CPA firm. They are practical guidance, not legal documents. Use them as the foundation your team returns to whenever a question arises about how data should be handled.
This document defines how client data is protected as Robinson & Company introduces AI into its operations. It covers what client information may and may not be used, how confidentiality is maintained, and what safeguards are in place.
As a CPA firm, client trust is your most important asset. This policy ensures that introducing AI strengthens your data practices rather than creating gaps. It is a best practice framework, not a legal opinion.
This document sets clear boundaries for how staff at Robinson & Company use Claude day to day. It defines what is appropriate, what is not, and what happens when a question arises about a specific use case.
Every staff member reads and acknowledges this policy before their seat is activated. It is a best practice framework designed for professional services firms introducing AI responsibly.
This form confirms that each staff member has read and understood the governance, privacy, and acceptable use policies before their Claude seat is activated.
A step-by-step guide for Greg to create the Robinson & Company Claude Team account, assign seats, and add the consultant as admin so setup can begin.
A plain-language overview of the four-layer system design that powers Robinson & Company's AI integration. Covers what each layer does, how data flows through the system, and why it is built this way.
Delivered and walked through live during the architecture session with the consultant.
Step-by-step instructions for setting up the dedicated server, creating the AI_WorkServer folder structure, installing Claude Desktop, and granting Cowork access to the root folder.
This guide is delivered and completed during the architecture session with the consultant present. Do not proceed with server setup without that session.
The complete phase-by-phase roadmap for building Robinson & Company's AI system. Covers what is in scope for each phase, what is deliberately out of scope, and what decisions must be made before each phase begins.
This document is the north star for every future decision about the system. Nothing gets added without checking it against this plan first.
A structured register of the key decisions that need to be made before the server setup can begin. Each item has a named owner and a clear statement of what it affects.
Important notice โ please read before proceeding
The governance frameworks, privacy policies, acceptable use guidelines, and related documents contained in this portal are suggested starting points based on current industry best practice for professional services firms deploying AI. They are not legal advice, not prescriptive directives, and not a substitute for qualified legal counsel. Robinson & Company should review, adapt, and seek independent legal review before adopting any of these documents as firm policy.
All technical recommendations, system designs, and product references in this portal are based on information available at the time of preparation. Anthropic's products, pricing, features, terms of service, and data policies change over time. Robinson & Company should verify current product details directly with Anthropic before making any account, billing, or configuration decisions.
The security considerations and recommendations in this portal are provided for informational purposes only. They do not constitute a security audit, a compliance assessment, or legal compliance advice. All security design, device policy, access controls, and regulatory compliance decisions should be reviewed and approved by Robinson & Company's IT team and qualified legal counsel before implementation.
The work contained in this portal has been prepared by Sabrina T., Fractional AI Integration Strategist, OP-X Consulting Services, Inc. in the capacity of AI integration strategy. This work does not constitute IT consulting, legal advice, accounting advice, security consulting, or compliance services. Decisions in those areas remain the responsibility of Robinson & Company and their qualified professional advisors.
This portal and all materials contained within it are prepared exclusively for Robinson & Company internal use. The contents are confidential and are not intended for distribution to clients, third parties, or any other person outside of Robinson & Company and its authorised advisors.
The system design, architecture recommendations, and implementation guidance in this portal are based on professional judgment and best available information at the time of preparation. Outcomes depend on implementation decisions made by Robinson & Company, its IT team, and its technical partners. AI Fluency and OP-X Consulting Services, Inc. make no guarantee of specific outcomes, performance levels, or results from the implementation of any recommendations contained in this portal.
