Public-Sector AI Use-Case Inventory
In brief
The Public-Sector AI Use-Case Inventory is a free XLSX and DOCX register for EU AI Act. For government agencies: an AI use-case inventory in the shape public-sector rules ask for, flagging rights- and safety-affecting uses, with a procedure and every recorded duty that names public authorities. It is written for public authority / government body and deployer / user organisation.
- Format
- XLSX and DOCX · Register
- Version
- v1, built 5 Oct 2026
- Duties cited
- 2 from 2 instruments
- Rows from the records
- 32
- Frameworks
- EU AI Act
- Written for
- Public authority / government body, Deployer / user organisation
- Price and licence
- Free · CC BY 4.0
What's inside
- Use-case inventory with stage, rights-and-safety flag, vendor, data, assessment and accountable official
- Public-sector duties sheet across jurisdictions
- Document: definitions, classification and publication procedure
Preview
The sheets and sections of version v1, as built. Columns marked ▾ have a dropdown; ƒ is a formula.
Sheet: Use-case inventory
| Use case ID | Agency or unit | Use case | Purpose and benefit | Stage ▾ | Affects rights or safety ▾ | Developed by ▾ | Vendor and product | Data used | Impact assessment done ▾ | Human oversight | Published in public inventory | Accountable official |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Rows are yours to fill; the dropdowns, formulas and colour rules are already in place. | ||||||||||||
One row per AI use case, in the shape public-sector inventory rules ask for. Rows that affect rights or safety get the minimum risk practices and an impact assessment before use.
Sheet: Public-sector duties
| Duty | Category | Instrument | Jurisdiction | Who it binds | Nature | Source reference | Applies from | What it requires | Evidence a reviewer expects | ISO/IEC 42001 | NIST AI RMF | Verification | Record |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Do not deploy or provide AI for prohibited practices | Prohibited practices | EU AI Act | European Union | Provider / developer, Deployer / user organisation, Public authority / government body | Legal requirement | Article 5 | 2025-02-02 | Article 5 bans placing on the market, putting into service or using AI for listed practices, including subliminal or manipulative techniques that cause signific | Prohibited-practice screening record; AI system inventory | Clause 6.1.2 and Annex A control on AI system impact assessment | GOVERN 1.1, MAP 1.1 | Source-linked | https://aipolicytracker.org/obligations/eu-ai-act-prohibited-practices |
| Complete conformity assessment, CE marking and EU database registration | Conformity assessment and registration | EU AI Act | European Union | Provider / developer, Deployer / user organisation, Public authority / government body | Legal requirement | Articles 43, 47, 48 and 49; Annex VIII | 2027-12-02 | Before placing a high-risk system on the market, providers must complete the applicable conformity assessment (internal control or notified-body assessment depe | EU declaration of conformity; EU database registration record | Clause 9 Performance evaluation; internal audit | Source-linked | https://aipolicytracker.org/obligations/eu-ai-act-conformity-assessment-registration | |
| Use high-risk AI as instructed, monitor it and inform affected people | Governance and accountability | EU AI Act | European Union | Deployer / user organisation, Public authority / government body | Legal requirement | Article 26 | 2027-12-02 | Deployers of high-risk AI must take technical and organisational measures to use systems according to the instructions, assign human oversight, ensure input dat | Deployment checklist and oversight assignment; Worker and affected-person notices | Annex A controls on responsible use of AI systems | MANAGE 3.x, GOVERN 5.x | Source-linked | https://aipolicytracker.org/obligations/eu-ai-act-deployer-obligations |
| Carry out a fundamental rights impact assessment before deployment | Impact assessment | EU AI Act | European Union | Deployer / user organisation, Public authority / government body | Legal requirement | Article 27 | 2027-12-02 | Before deploying most Annex III high-risk systems, deployers that are bodies governed by public law or private entities providing public services, and deployers | Fundamental rights impact assessment report | Clause 6.1.4 AI system impact assessment; Annex A control on impact assessment | MAP 5.1, MAP 5.2 | Source-linked | https://aipolicytracker.org/obligations/eu-ai-act-fundamental-rights-impact-assessment |
| Deployers must ensure input data they control is relevant and representative | Data governance and quality | EU AI Act | European Union | Deployer / user organisation, Public authority / government body | Legal requirement | Article 26(4) | 2027-12-02 | To the extent a deployer controls the data fed into a high-risk AI system, it must make sure that input data is relevant to, and sufficiently representative for | Input-data quality checklist; Input-data validation results | Annex A.7.4, A.7.6 | MAP 2.3, MEASURE 2.2 | Verified against the official source 26 Sep 2026 | https://aipolicytracker.org/obligations/eu-ai-act-art-26-4-deployer-input-data |
| Deployers must monitor high-risk AI, suspend use on risk and report serious incidents | Post-market monitoring | EU AI Act | European Union | Deployer / user organisation, Public authority / government body | Legal requirement | Article 26(5) | 2027-12-02 | Deployers must monitor a high-risk AI system's operation against the provider's instructions and feed observations to the provider under Article 72. If they hav | Operational monitoring log; Suspension and escalation procedure | Clause 9.1; Annex A.6.2.6, A.8.4 | MANAGE 2.4, MANAGE 4.1, MANAGE 4.3 | Verified against the official source 26 Sep 2026 | https://aipolicytracker.org/obligations/eu-ai-act-art-26-5-deployer-monitoring-and-suspension |
Every recorded duty that names public authorities, across jurisdictions.
Document outline (DOCX)
- Public-sector AI use-case inventory and procedure
- What counts as a use case
- Rights- and safety-affecting uses
- Publication
- Duties on record
- Public authorities must register their use of high-risk AI and must not use unregistered systems
- Government bodies to promote ethical, responsible and inclusive AI (policy commitment)
- Government agencies must disclose to consumers that they are interacting with an AI system
- Governmental entities must not use AI for social scoring
- Federal agencies must review and revise actions inconsistent with the new AI policy
- Publish an annual AI use-case inventory
How to use it
- 1Request the files. Enter your name, company and work email in the form on this page. The XLSX and DOCX download links arrive by email and work for 7 days.
- 2Read the README page. It states the version (v1), the dataset it was built from and the licence, so anyone reviewing your copy knows which records it reflects.
- 3Fill in your rows. Complete the "Use-case inventory" sheet for your own systems. Dropdowns, formulas and colour rules are already set.
- 4Check the duties against your situation. The "Public-sector duties" sheet lists the recorded duties with their source references. Mark which apply to you and follow each link to the official text.
- 5Complete the document. Work through the DOCX sections (Public-sector AI use-case inventory and procedure, Duties on record) and replace each placeholder with your organisation's answer.
- 6Keep the evidence and watch for new versions. Link each completed row to the evidence that supports it. When the law on record changes, this template gets a new version and a changelog on this page.
Duties this template covers (2)
Each is cited in the file with its source reference and a link back to the record.
Legal basis
Version history
| Version | Built | Dataset | What changed |
|---|---|---|---|
| v1 | c6967b988bb5 | First version, built from dataset c6967b988bb5. |
Only the latest version is served. A rebuild that changes the content adds a version; a rebuild that does not is skipped.
Frequently asked questions
What is in the Public-Sector AI Use-Case Inventory?
Use-case inventory with stage, rights-and-safety flag, vendor, data, assessment and accountable official. Public-sector duties sheet across jurisdictions. Document: definitions, classification and publication procedure.
Which duties does it cite?
2 recorded duties from EU AI Act and EO 14179, including Article 26(8); Article 49(3) and 49(4) and Section 5. Each row links to the record, and the record to the official source.
Who is it for?
The duties it cites fall on public authority / government body and deployer / user organisation. Whoever owns AI governance for those roles usually completes it, with the system owner supplying the facts.
Is it free?
Yes. Request the XLSX and DOCX with your work email on this page; the download links arrive by email, valid for 7 days. No account and no charge. Licensed CC BY 4.0. You may use, adapt and share this template, including commercially, with attribution to aipolicytracker.org.
How will I know when it changes?
Version v1 was built on 5 October 2026. The library is rebuilt daily; when a change to the records reaches this template it gets the next version, a changelog below and an entry in the templates feed.
Does completing it make us compliant?
No. It is an informational resource, not legal advice; it helps produce the evidence a regulator, customer or auditor asks for. Whether a duty applies to you is a judgement the template cannot make.
Disclaimer: informational only, not legal advice. Verify every claim against the linked official sources and consult a qualified lawyer before acting.