Free AI System Inventory Template
Track your AI systems, owners, models, vendors, data use, risk level, review dates and governance evidence in one register.
What it is for
An inventory is the first artefact every AI governance framework asks for: the EU AI Act needs it to classify systems by risk and role, ISO/IEC 42001 expects an inventory of AI systems within scope, and the NIST AI RMF MAP function starts from knowing what is deployed. This template gives one row per AI system with the fields reviewers and auditors ask about.
Preview: fields in the template
| Field | What to record |
|---|---|
| System ID | Stable identifier (e.g. AIS-001). |
| System name | Product or internal name. |
| Business owner | Accountable person or team. |
| Technical owner | Team that builds or operates it. |
| Purpose and use case | What decision or output it produces and for whom. |
| Our role | Provider, deployer, importer, distributor or downstream integrator (EU AI Act terms). |
| Model / vendor | Underlying model(s) and supplier, including general-purpose models. |
| Data used | Personal data, special categories, training vs inference data. |
| Affected people | Customers, employees, applicants, public. |
| Markets | Jurisdictions where it is placed on the market or used. |
| EU AI Act risk category | Prohibited, high-risk (Annex I/III), transparency, minimal, or not assessed. |
| Other applicable rules | Sector rules, state laws, data-protection duties. |
| Human oversight | How a person can intervene or override. |
| Status | Idea, pilot, production, retired. |
| Last review date | Date of the last governance review. |
| Next review date | Planned review. |
| Evidence links | Where documentation, tests and approvals live. |
How to use it
- Add one row per AI system, including third-party tools with AI features.
- Decide your role per system before classifying risk; obligations differ by role.
- Link evidence rather than pasting it, so the inventory stays a register.
- Review at least quarterly and whenever a system changes purpose, data or market.
Framework and policy mapping
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By downloading, you agree to the template licence and acknowledge that AIPolicyTracker provides informational resources, not legal advice.
Frequently asked questions
- Is the AI System Inventory Template free?
- Yes. Preview every field online; download the XLSX, CSV, Markdown with a free account under a CC BY 4.0 licence.
- Which frameworks does it map to?
- EU AI Act, ISO/IEC 42001, NIST AI RMF. The mapping section links the recorded policy instruments and guides it draws on.
- Does completing it make us compliant?
- No. It is an informational resource, not legal advice; it helps produce the evidence that regulators, customers and auditors ask for.
Informational only, not legal advice. Verify every claim against the linked official sources and consult qualified counsel before acting.