AI System Inventory
Catalog all AI systems in your organization. Document what AI you develop, deploy, or distribute and classify your role for each system.
Inventory Checklist
Follow these steps to build a complete inventory of AI systems in your organization.
Identify all AI systems
List every AI system your organization develops, uses, imports, or distributes — including embedded AI in third-party products.
Determine your role per system
For each AI system, determine whether you are a Provider, Deployer, Importer, or Distributor. You may hold multiple roles.
Document system details
Record the system name, purpose, intended use, domain, vendor/developer, and deployment date for each AI system.
Map to business processes
Identify which business processes and teams rely on each AI system and who the internal owner is.
Classify risk level
Screen each system against prohibited practices (Article 5), high-risk criteria (Article 6, Annex III), and transparency obligations (Article 50).
Prioritize by risk
Focus compliance efforts on high-risk and prohibited-candidate systems first. Minimal-risk systems need no mandatory action.
Operator Roles Under the EU AI Act
Article 3Your obligations depend on your role. You may hold different roles for different AI systems.
Provider
Article 3(3)Develops or commissions an AI system and places it on the market or puts it into service under own name or trademark.
Key obligations:
Deployer
Article 3(4)Uses an AI system under its authority, except where used in a personal non-professional activity.
Key obligations:
Importer
Article 3(6)Places on the EU market an AI system that bears the name or trademark of a person established outside the EU.
Key obligations:
Distributor
Article 3(7)Makes an AI system available on the EU market without being the provider or importer.
Key obligations:
Practical Tips
Start with high-impact systems
Focus first on AI systems used in hiring, credit scoring, healthcare, law enforcement, or critical infrastructure — these are most likely to be high-risk under Annex III.
Don't forget embedded AI
AI may be embedded in third-party SaaS tools, CRM platforms, or enterprise software. Survey department heads to uncover AI usage you may not be aware of.
Use a spreadsheet template
Download our Excel inventory template to structure your catalog. It includes columns for all required fields and auto-calculates risk indicators.
View templates