AI System Inventory Registry

Central database with AI System Inventory, Risk Assessments, Vendor Tracking, Dashboard with live formulas, and Reference Data. Includes dropdowns for consistent data entry.

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Key Insights

You can't govern what you don't know exists. An AI system inventory is the foundation of every governance program—and increasingly, a regulatory requirement. The EU AI Act mandates registration of high-risk AI systems. SR 11-7 requires model inventories for banks. ISO 42001 expects documented AI system catalogs.

This Excel template provides a comprehensive, ready-to-use inventory system with multiple integrated worksheets: AI System Inventory (core registry with risk classification), Risk Assessments (structured scoring across bias, privacy, security, performance), Vendor Tracking (contract and due diligence management), automated Dashboard (real-time metrics and status overview), and Reference Data (standardized dropdowns for consistency).

Overview

Every AI governance program starts with the same question: what AI systems do we have? Most organizations can't answer completely. AI is deployed by IT, embedded by vendors, adopted by business units, and experimented with by individuals. Without a comprehensive inventory, you're governing what you know about—not what you have.

This Excel template provides a complete AI system inventory solution. It's designed to capture everything governance requires: system identification, risk classification, ownership, assessments, vendor relationships, and compliance status—with an automated dashboard providing real-time visibility.

What's Inside

Sheet 1: AI System Inventory

System identification (ID, name, description, business unit)
Ownership (system owner, technical owner)
Classification (use case category, risk tier)
Deployment status and provider type
Governance status and compliance tracking
PII flags and data classification
Last review dates and next review scheduling

Sheet 2: Risk Assessments

Risk scoring framework (1-4 scale: Low, Medium, High, Critical)
Assessment dimensions: bias/fairness, data privacy, security, model performance, regulatory, reputational, operational, third-party
Assessor tracking and date management
Overall risk score calculation

Sheet 3: Vendor Tracking

Vendor information and AI products/services
Systems using each vendor
Contract dates and annual costs
Due diligence status and last assessment date

Sheet 4: Dashboard

Automated metrics from inventory data
Total systems by status and risk tier
Governance status summary (approved, under review, pending)
Compliance status overview
Systems with PII flagged
Quick-view charts for Board reporting

Sheet 5: Reference Data

Standardized dropdown values for consistency
Risk tiers, deployment status, provider types
Use case categories, governance status
Data classification levels, compliance status

Who This Is For

Chief AI Officers establishing governance infrastructure
AI Governance Teams managing day-to-day operations
Compliance Officers tracking regulatory requirements
Risk Managers monitoring AI risk exposure
IT Asset Management integrating AI into asset tracking

Why This Resource

Building an inventory from scratch takes months. This template provides the structure immediately—with categories, classifications, and calculations already designed. The integrated dashboard transforms raw inventory data into governance insights without additional tools.

Standardized reference data ensures consistency across entries, making analysis reliable and reporting meaningful.

FAQ

Q: How do we populate this initially?

A: Start with IT asset management (what AI tools are licensed), procurement (what AI vendors are under contract), and business unit surveys (what AI is being used). The inventory structure guides what information to collect for each system.

Q: Can this integrate with other systems?

A: The Excel format is designed for organizations starting their inventory. For larger organizations, the structure can inform database or GRC tool configuration. The reference data sheet provides standardized values for integration consistency.

Q: How does this support EU AI Act compliance?

A: The EU AI Act requires registration of high-risk AI systems. The inventory tracks risk classification, enabling identification of systems requiring registration and documentation of required information.