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AI Inventory Template

A free Excel template to list the AI systems in your organisation: purpose, owner, data, personal data, EU AI Act risk category and human oversight fields.

  • Excel (.xlsx)
  • Free
Download as Excel

Free, no sign-up required. Adapt it to your organisation.

The first step in AI governance and regulatory compliance is knowing which AI systems are used in your organisation, for what purpose and with which data. This template helps you collect your inventory in a single table and flag each system's risk level with a preliminary assessment.

In the Excel file, fields with options come as drop-down lists, and there is a sheet describing each field and a short guide to the EU AI Act risk categories. The file also includes three example entries showing how the fields are filled in.

How to use it

  1. Define the scope: include models you build, AI features in purchased software and the generative AI tools employees use.
  2. Collect information from business units: ask each unit to list the AI systems they use, and ask about shadow AI too.
  3. Fill in one row per system: the owner, the data used and the impact on decisions are the most critical fields.
  4. Mark the risk category with a preliminary assessment: for systems you are unsure about, you can use our EU AI Act scope assessment.
  5. Prioritise: start with systems that make decisions about people, use personal data and have weak human oversight.

Fields in the Excel file

AI Inventory

[Organisation Name] · Last updated: [DD.MM.YYYY] · Inventory owner: [Name / Unit]

Fields

Field Description Options
System name The name the system is known by internally
Purpose and use What does the system do and which process does it support?
Business unit The unit that uses or owns the system
Business owner The person responsible for the system
System type How the system was obtained Built in-house / Feature of purchased software / SaaS service / Generative AI tool
Provider Name of the external provider, if any
Model or technology E.g. credit scoring model, LLM-based assistant
Users Who uses the system or is affected by it? Employees / Customers / Both
Data used The main types of data the system uses as input
Personal data Does the system process personal data? Yes / No / Unknown
Special category personal data Is health, biometric or similar data processed? Yes / No / Unknown
Data location Where is the data processed and stored? In Türkiye / Abroad / Unknown
Decision impact The system's role in decisions Information and suggestions only / Supports a human decision / Makes automated decisions
Decision area The area the decisions relate to Credit and finance / Hiring and HR / Customer service / Operations / Marketing / Other
EU AI Act risk category (preliminary) Likely risk category under the Act Prohibited / High risk / Limited risk (transparency) / Minimal risk / Not assessed
Human oversight Are outputs reviewed by a person before decisions? Yes / Partly / No
Monitoring Are the system's performance and errors monitored regularly? Yes / Partly / No
Last validation or review Date of the latest independent validation or quality review
Status Where the system is in its life cycle Idea / Pilot / Live / Retired
Notes and actions Open risks and next steps

EU AI Act risk categories (quick guide)

This classification is a preliminary assessment; assess systems that may be high-risk in detail with your legal team.

Risk category What it means Examples
Prohibited Practices posing an unacceptable risk to fundamental rights; they may not be used. Social scoring, manipulative systems exploiting vulnerabilities, emotion recognition in the workplace
High risk Systems that can significantly affect people's lives and rights; they bring obligations such as risk management, data quality, record-keeping and human oversight. Credit assessment, recruitment and worker management, life and health insurance pricing
Limited risk (transparency) Systems that interact with people or generate content; users must be informed and generated content marked. Chatbots, AI-generated images and text
Minimal risk No additional obligations. Spam filters, stock forecasting, most productivity tools
Free · Excel (.xlsx)

AI Inventory Template

Free, no sign-up required. Adapt it to your organisation.

Download as Excel

This template is for general information and is not legal advice. Have your legal and information security teams review it before use.

Free assessment related to this article · 3 min

EU AI Act: Am I in Scope?

Is your AI system in scope of the EU AI Act, which risk category does it fall into, and which obligations apply from when?

Start now

Frequently Asked Questions

Which systems belong in an AI inventory?

All models the organisation builds, AI features in purchased software, SaaS services, and the generative AI tools employees use for work. A short survey of business units is a good way to surface shadow AI as well.

Is the risk category in the inventory a definitive legal assessment?

No. The risk category in the template is a preliminary assessment. Systems that may be high-risk should be assessed in detail together with your legal team.

Who should maintain the inventory?

Usually the unit or person responsible for AI governance maintains it, while each system's business owner is responsible for the accuracy of its entry.

How often should the inventory be updated?

Immediately when a new system goes live or an existing one changes significantly, and the whole inventory should be reviewed at least once a year.

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Let's adapt the template to your organisation

We can prepare your policy, inventory and training plan together, tailored to your organisation, and deliver the right training for your teams.

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