How to Create an AI Tool Inventory for Your Business

Why This Matters

An AI tool inventory lists every AI system your business uses, including who uses it, what data it accesses, what decisions it influences, and its risk level. This is your compliance foundation.

Under the EU AI Act, having documented AI governance demonstrates that your business takes AI compliance seriously. If regulators or clients ask how you manage AI use, pointing to established practices is far better than starting from scratch.

What to Include

For each AI tool, document: name and vendor, what it does and how you use it, who uses it, what data it processes, whether it influences decisions about people, its risk classification, vendor compliance info, start date, and who oversees it.

Keep it in a spreadsheet — simple and easy to update.

How to Build It

Survey your team about what AI tools they use. Check software subscriptions. Review browser extensions and mobile apps. Don't forget AI features in larger platforms — Microsoft 365 Copilot, Google AI features, and similar.

You'll probably discover 'shadow AI' — tools employees adopted without approval. Don't punish them; use the discovery to evaluate and either approve or replace those tools.

Keeping It Current

Make it part of your process for adopting new tools — before any new AI tool is introduced, it gets added. Review quarterly. Remove tools no longer used. Update risk classifications as use changes. Assign someone responsibility so it doesn't become stale.

This article is for informational purposes only and does not constitute legal advice. Regulatory requirements change frequently — verify current rules with official sources. Built by Sawai Gyoseishoshi Office, Hiroshima, Japan.