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Create a controlled AI system inventory record

Record one AI system, its purpose, owners, dependencies, affected people, risk evidence and review controls in an editable governance pack.

UKEUUSAI governance
Choose a guidance setChoose a guidance set belowAbout 15 minutes6 working filesStart this tool

Launch price verified. Checkout remains closed until the final payment and recovery tests pass. Entries and files stay in this browser. Sources reviewed 7 August 2026.

Inspect a real output

Built from fictional sample information using the same exporter as the tool.

UK AI system record sampleEU AI system record sampleUS AI system record sample

What’s included

Orient the reviewer

Explain the supplied files, current position, review sequence and decision limits.

  • Start Here PDF

Review and maintain the record

Use the report and editable records to inspect evidence, assign actions and record accountable approval.

  • Inventory completeness report PDF
  • AI system register XLSX
  • AI governance record DOCX

Retain the assessment basis

Keep the complete machine-readable record and the official sources and assumptions used.

  • Structured system record JSON
  • Sources and assumptions record
View every output and format
  • Start Here PDF
  • Inventory completeness report PDF
  • AI system register XLSX
  • AI governance record DOCX
  • Structured system record JSON
  • Sources and assumptions record

Who this tool is for

Operations, risk, privacy, security and governance teams establishing or improving an AI system inventory. Create a complete, reviewable system record with named evidence and owned actions instead of an unstructured list of AI tools.

Supported use

  • One proposed, pilot, live, suspended or retired AI system or use case
  • A UK, EU or US record using the voluntary NIST AI RMF baseline, with UK and EU materials clearly labelled as context only
  • Evidence checks covering identity, purpose, ownership, data, impact, testing, monitoring, incidents, suppliers, change and retirement

Have ready

  • A stable system name, reference, lifecycle state and accountable owner
  • The intended purpose, organisational role, provider, model and deployment regions
  • The people, decisions, data, integrations and permissions involved
  • An exact evidence reference, owner and review date for each recorded control

Needs separate review

  • Legal classification under the EU AI Act or another law
  • Whether the use is lawful, safe, fair or suitable for deployment
  • Whether recorded controls operate effectively in practice

How it works

  1. Identify the systemGive the system a stable reference and record its purpose, lifecycle state, provider and deployment context.
  2. Describe its effectRecord users, affected people, decision influence, data, integrations and material dependencies.
  3. Check the governance evidenceReview every supported control and retain the exact evidence, owner and review date.
  4. Assign and exportAssign unresolved actions, set the next review and export the controlled record.

Where does this task apply?

Choose the guidance set this tool should use. The interface and outputs stay in English.

Choose one before you start.

Choose the jurisdiction above to open the correct tool.The fields, clock and source record change with the selected guidance set.

What this tool checks

The scope stays narrow so the result is clear and reproducible.

  • Records a stable system identity, purpose, role, lifecycle state, provider, deployment context and affected people.
  • Checks the evidence behind ownership, data, decision influence, risk, testing, monitoring, incidents, suppliers, change and retirement controls.
  • Fails closed when applicability, evidence ownership or a valid review date is unresolved.

From official material to a working record

Official material sets the basis

Official frameworks describe governance outcomes and risk-management practices for AI systems.

The tool prepares the operational record

The register turns those subjects into one controlled system record with exact evidence references, owned actions and repeatable exports.

Official sources stay visible

Each supported check shows its jurisdiction, source title, source version and review date beside the result. Unsupported cases are rejected rather than estimated.

View this product's official sources

Questions before you use the tool

Scope, files, evidence and browser-local handling.

Does this classify the system under the EU AI Act?

No. It records the organisation role and operating facts but does not make a legal classification.

Can I add more systems?

Yes. The browser workflow produces one controlled assessment at a time, and the exported AI Systems sheet is structured to accept additional system rows.

Does choosing the UK or EU route determine local legal duties?

No. The checks use a voluntary NIST AI RMF baseline. UK and EU sources provide context only, and applicability must be assessed separately.

What counts as evidence?

Use an exact document, register, test, approval or system reference that a reviewer can open and verify.

Where are the system facts processed?

The entered system facts and generated files remain in this browser on this device.

Create the AI system record

Record the system facts, inspect every evidence item and assign unresolved governance actions.

Open the inventory tool