AI use inventory: essential fields and how to keep it alive
An AI use inventory is the record of every use of artificial intelligence in an organisation — built in house or contracted — with the purpose, the data involved, the people affected, the degree of automation and an accountable owner. It is the foundation of governance: risks, obligations, controls and evidence are all assessed per use.
Fields worth having from day one
More fields do not make a better inventory; unmaintained fields make a worse one.
- Purpose of the use, in the words of the business area.
- System or tool, and whether it is in-house or third-party.
- Data involved, including personal or sensitive data.
- People affected and the possible effect on them.
- Degree of automation and the human oversight point.
- Accountable owner and last review date.
Finding the uses that already exist
Most active uses were never announced. Procurement records, expense reports, identity provider logs and a direct conversation with each team surface more than a broadcast form.
Keeping it alive
An inventory dies when nothing depends on it. Tying it to approvals, contract renewals and periodic review gives it a reason to stay current.
Frequently asked questions
Do we list every use of a chat assistant?
List the use, not each conversation: the purpose, the team, the data class allowed and the oversight point. One record per purpose keeps it maintainable.
Who keeps the inventory current?
The owner of each use updates their record; governance keeps the criteria, the review cycle and the overall reading.