AI use register

List every AI tool your organisation uses, who owns it and how risky it is.

Every AI governance framework starts in the same place: knowing what AI you actually use. This register gives you one tidy list, with an owner, a risk level and a review date for each tool.

Why use it

It uncovers shadow AI: the free tools and hidden features nobody approved.
When a customer, auditor or regulator asks what AI you use, you can answer in minutes.
It shows at a glance which uses touch personal data or shape decisions about people, so you know where to focus.

How it works

Add a row for each AI tool or feature, including AI built into software you already pay for.
Record who owns it, who uses it and what data goes in.
Rate the risk and describe how a person oversees it.
Set a review date, then export the register and keep it up to date.

Good to know

The NIST AI Risk Management Framework, released in January 2023, puts keeping an inventory of AI systems under its Govern function, one of four alongside Map, Measure and Manage.
Ask each team, "what do you use to write, summarise, transcribe or design?" The answers usually reveal AI tools that never went through IT.
AI features often arrive in software you already pay for, through an update. Check release notes, not just new purchases.

Questions

What counts as an AI system for this register?

Include any tool that generates content, makes predictions or recommendations, or classifies information automatically. That covers chatbots, writing assistants, transcription, CV screening, fraud scoring and AI features inside other software.

How often should I update the register?

Whenever a tool is added, changed or retired, and in a full review at least once or twice a year. Higher-risk uses deserve more frequent checks.

Is a register a legal requirement?

It depends on where you operate and what you do with AI. Even where no law demands one, a register is the foundation of almost every AI governance framework and makes most other duties easier to meet.

Is my register saved?

Only on your own device, so your rows are there next time. Nothing you type is sent to us. Export a copy regularly so you do not lose it if you clear your browser.

Please note

Provided free, as is, for general information. It is not legal, regulatory, compliance or professional advice, and it does not create a lawyer-client or adviser relationship. Risk levels you record are your own judgement and are not a legal classification. You are responsible for the accuracy of your register and for checking which laws apply to your use of AI, including data protection rules, with a qualified adviser where needed. Do not use it to create false or misleading records.