AI Inventory Record Template

This template is used to record an AI capability in the enterprise AI inventory.

AI must be inventoried before it is trusted.

The purpose of this template is to make AI systems, AI-enabled features, agents, copilots, RAG systems, vendor AI, internal applications, and embedded AI capabilities visible, owned, classified, risk-tiered, and lifecycle-managed.

1. Inventory Record Information

AI Inventory Record ID

[Enter inventory record ID]

AI Use Case Name

[Enter AI use case name]

Date Created

[Enter date]

Last Updated

[Enter date]

Record Owner

Name:
Function:
Email:

Inventory Status

Select one:

[ ] Draft
[ ] Under review
[ ] Active
[ ] Approved
[ ] Pilot
[ ] Production
[ ] Restricted
[ ] Suspended
[ ] Retired
[ ] Rejected
[ ] Archived

2. AI Capability Summary

Short Description

[Describe what the AI capability does in plain language]

Business Purpose

[Describe the business purpose or outcome supported by this AI capability]

Business Process Supported

[Describe the business process, workflow, product, service, or function supported]

AI Capability Category

Select all that apply:

[ ] Productivity assistant
[ ] Knowledge assistant
[ ] Search or retrieval assistant
[ ] Summarization
[ ] Drafting
[ ] Classification
[ ] Recommendation
[ ] Decision support
[ ] Workflow automation
[ ] Agentic AI
[ ] Customer-facing AI
[ ] Developer AI
[ ] Security operations AI
[ ] Embedded vendor AI
[ ] AI-enabled SaaS
[ ] Internal AI application
[ ] Other

Capability Notes

[Describe any additional context]

3. Ownership

Business Owner

Name:
Function:
Email:

Technical Owner

Name:
Function:
Email:
Not applicable reason, if any:

Data Owner

Name:
Function:
Email:
Not applicable reason, if any:

Vendor Owner

Name:
Function:
Email:
Not applicable reason, if any:

Risk Owner

Name:
Function:
Email:
Not applicable reason, if any:

Incident Contact

Name:
Function:
Email:
Escalation path:

4. AI Pattern Classification

AI Pattern

Select all that apply:

[ ] Copilot
[ ] Internal LLM application
[ ] RAG system
[ ] AI-enabled SaaS
[ ] Embedded vendor AI
[ ] Agent
[ ] AI-enabled workflow automation
[ ] Customer-facing AI
[ ] Employee-facing AI
[ ] Developer AI tool
[ ] Security operations AI
[ ] Decision-supporting AI
[ ] Action-capable AI
[ ] Other

AI Pattern Description

[Describe the AI pattern and how the capability works]

Is This Agentic AI?

[ ] No
[ ] Yes
[ ] Unknown

Is This Vendor AI?

[ ] No
[ ] Yes
[ ] Unknown

Is This Customer-Facing?

[ ] No
[ ] Yes
[ ] Unknown

Is This Action-Capable?

[ ] No
[ ] Yes
[ ] Unknown

5. Lifecycle Status

Current Lifecycle Stage

Select one:

[ ] Idea
[ ] Proposed
[ ] Intake submitted
[ ] Risk assessment in progress
[ ] Architecture review in progress
[ ] Control assessment in progress
[ ] Assurance testing in progress
[ ] Approved for pilot
[ ] Pilot
[ ] Approved for production
[ ] Production
[ ] Restricted
[ ] Suspended
[ ] Under remediation
[ ] Retired
[ ] Rejected

Lifecycle Notes

[Describe current lifecycle status, constraints, and next steps]

Approval Status

Select one:

[ ] Not submitted
[ ] Submitted
[ ] Approved
[ ] Approved with conditions
[ ] Approved for pilot only
[ ] Requires remediation
[ ] Requires exception approval
[ ] Rejected
[ ] Deferred

Approval Reference

[Enter approval reference or link]

6. Users and Exposure

Intended Users

Select all that apply:

[ ] Employees
[ ] Contractors
[ ] Developers
[ ] Security team
[ ] Customer support team
[ ] HR team
[ ] Finance team
[ ] Legal or compliance team
[ ] Business operations team
[ ] Customers
[ ] Suppliers
[ ] Partners
[ ] Public users
[ ] Other

User Population Size

Estimated number of users:

Exposure Type

Select one:

[ ] Internal only
[ ] Internal with vendor processing
[ ] Partner-facing
[ ] Supplier-facing
[ ] Customer-facing
[ ] Public-facing
[ ] Unknown

Geography / Region

[Describe regions, countries, jurisdictions, or business units where this AI capability is used]

7. Data Classification

Data Used by AI

Select all that apply:

[ ] No enterprise data
[ ] Public data
[ ] Internal data
[ ] Confidential data
[ ] Restricted data
[ ] Regulated data
[ ] Personal data
[ ] Customer data
[ ] Employee data
[ ] Financial data
[ ] Legal or privileged data
[ ] Security-sensitive data
[ ] Source code
[ ] Secrets or credentials
[ ] Production data
[ ] Unknown

Data Sources

Data Source	System / Repository	Owner	Classification	Approved?
[Source]	[System]	[Owner]	[Classification]	[Yes/No/Pending]

Highest Data Classification

Select one:

[ ] Public
[ ] Internal
[ ] Confidential
[ ] Restricted
[ ] Regulated
[ ] Highly sensitive
[ ] Unknown

Data Boundary Reference

[Enter data boundary record reference or link]

8. Model, Vendor, and Platform

AI Model or Service

Model/service name:
Provider:
Version, if known:

Hosting / Delivery Model

Select one:

[ ] Internal model
[ ] Hosted model API
[ ] Cloud AI service
[ ] SaaS AI feature
[ ] Embedded vendor AI
[ ] Open-source model hosted internally
[ ] Open-source model hosted externally
[ ] Unknown
[ ] Other

Vendor / Platform

Vendor/platform name:
Contract owner:
Vendor assessment reference:

Vendor Processing

Select all that apply:

[ ] No vendor processing
[ ] Vendor processes prompts
[ ] Vendor processes outputs
[ ] Vendor processes uploaded files
[ ] Vendor processes retrieved context
[ ] Vendor retains prompts
[ ] Vendor retains outputs
[ ] Vendor uses data for training
[ ] Vendor uses data for product improvement
[ ] Unknown

Vendor Notes

[Describe vendor processing, retention, reuse, evidence, and incident support]

9. Identity and Access

AI Identity Model

Select all that apply:

[ ] Direct user identity
[ ] Delegated user authority
[ ] Service identity
[ ] Application identity
[ ] Agent identity
[ ] Vendor-managed identity
[ ] Hybrid identity
[ ] Unknown

AI Identity Description

[Describe how AI identity and authority are represented]

Access Scope

[Describe systems, data, tools, APIs, workflows, or environments AI can access]

Access Approval Reference

[Enter access approval reference or link]

Access Review Frequency

Select one:

[ ] Monthly
[ ] Quarterly
[ ] Semi-annually
[ ] Annually
[ ] At material change
[ ] Not defined
[ ] Not applicable

Revocation Path

[Describe how access can be revoked, suspended, disabled, or rotated]

10. Prompt and Input Profile

Input Types

Select all that apply:

[ ] User prompts
[ ] System prompts
[ ] Developer prompts
[ ] Uploaded files
[ ] Retrieved documents
[ ] Emails
[ ] Tickets
[ ] Chat messages
[ ] Customer submissions
[ ] API payloads
[ ] Tool responses
[ ] Web content
[ ] Code
[ ] Logs
[ ] Workflow data
[ ] Conversation history
[ ] Memory
[ ] Other

External or Untrusted Inputs

[ ] No
[ ] Yes
[ ] Unknown

Prompt Injection Risk

Select one:

[ ] Low
[ ] Moderate
[ ] High
[ ] Critical
[ ] Unknown

Prompt/Input Control Reference

[Enter prompt and input control record reference or link]

11. Output and Decision Profile

Output Types

Select all that apply:

[ ] Informational answer
[ ] Summary
[ ] Draft
[ ] Classification
[ ] Recommendation
[ ] Score
[ ] Extracted data
[ ] Generated code
[ ] Customer response
[ ] Internal communication
[ ] Decision support
[ ] Workflow instruction
[ ] Action request
[ ] Generated record
[ ] Other

Does Output Influence Decisions?

[ ] No
[ ] Yes
[ ] Unknown

Decision Impact Level

Select one:

[ ] None
[ ] Low
[ ] Moderate
[ ] High
[ ] Critical
[ ] Unknown

Does Output Become a Record?

[ ] No
[ ] Yes
[ ] Unknown

Output and Decision Control Reference

[Enter output and decision control record reference or link]

12. Tool and Action Capability

Can AI Use Tools, APIs, or Workflows?

[ ] No
[ ] Yes
[ ] Unknown

Tool / Action Types

Select all that apply:

[ ] No tool or action capability
[ ] Read-only retrieval
[ ] Draft-only action
[ ] API call
[ ] Workflow trigger
[ ] Ticket creation
[ ] Record creation
[ ] Record modification
[ ] Communication sending
[ ] Access request or approval
[ ] Financial transaction
[ ] Security action
[ ] Production system change
[ ] Administrative action
[ ] Code execution
[ ] Other

Highest Action Risk

Select one:

[ ] None
[ ] Low
[ ] Moderate
[ ] High
[ ] Critical
[ ] Unknown

Tool and Action Control Reference

[Enter tool/action control record reference or link]

13. Human Accountability

Human Review Model

Select one:

[ ] No human review
[ ] Human-in-the-loop
[ ] Human-on-the-loop
[ ] Human-over-the-loop
[ ] Exception-based review
[ ] Sampling review
[ ] Continuous monitoring
[ ] Not yet defined

Decision Owner Required?

[ ] No
[ ] Yes
[ ] Unknown

Decision Owner

Name:
Function:
Email:
Not applicable reason, if any:

Accountability Reference

[Enter human accountability record reference or link]

14. Risk Tier

Assigned Risk Tier

Select one:

[ ] Tier 1: Low-risk productivity or public-data use
[ ] Tier 2: Internal productivity with enterprise data
[ ] Tier 3: Decision-supporting AI
[ ] Tier 4: Action-capable AI
[ ] Tier 5: High-impact autonomous or regulated AI
[ ] Unknown / pending assessment

Risk Tier Rationale

[Explain why this risk tier was selected]

Highest Risk Drivers

Select all that apply:

[ ] Sensitive data
[ ] Regulated data
[ ] Personal data
[ ] Customer impact
[ ] Employee impact
[ ] Financial impact
[ ] Legal or compliance impact
[ ] Security impact
[ ] Production impact
[ ] Decision influence
[ ] Tool/action capability
[ ] Agentic autonomy
[ ] External exposure
[ ] Vendor dependency
[ ] Low recoverability
[ ] Weak evidence
[ ] Unknown risk

Risk Assessment Reference

[Enter risk assessment record reference or link]

15. Required Control Records

Control Records

Control Record	Required?	Reference / Link	Status
AI use case intake	[Yes/No]	[Reference]	[Status]
AI risk assessment	[Yes/No]	[Reference]	[Status]
AI control assessment	[Yes/No]	[Reference]	[Status]
AI architecture decision record	[Yes/No]	[Reference]	[Status]
AI data boundary record	[Yes/No]	[Reference]	[Status]
AI prompt/input control record	[Yes/No]	[Reference]	[Status]
AI output/decision control record	[Yes/No]	[Reference]	[Status]
AI tool/action control record	[Yes/No]	[Reference]	[Status]
AI human accountability record	[Yes/No]	[Reference]	[Status]
AI monitoring/evidence record	[Yes/No]	[Reference]	[Status]
AI incident containment/recovery record	[Yes/No]	[Reference]	[Status]
AI vendor assessment	[Yes/No]	[Reference]	[Status]
AI assurance test plan	[Yes/No]	[Reference]	[Status]
AI exception record	[Yes/No]	[Reference]	[Status]

16. Assurance and Testing

Assurance Required?

[ ] No
[ ] Yes
[ ] Unknown

Required Assurance Activities

Select all that apply:

[ ] Design review
[ ] Pre-deployment testing
[ ] Prompt injection testing
[ ] Data leakage testing
[ ] Retrieval boundary testing
[ ] Output validation testing
[ ] Tool misuse testing
[ ] Approval gate testing
[ ] Logging completeness testing
[ ] Evidence reconstruction testing
[ ] Kill switch testing
[ ] Rollback testing
[ ] Vendor assurance review
[ ] Regression testing
[ ] Incident tabletop

Assurance Test Plan Reference

[Enter assurance test plan reference or link]

Assurance Status

Select one:

[ ] Not required
[ ] Not started
[ ] In progress
[ ] Passed
[ ] Passed with conditions
[ ] Failed
[ ] Deferred

17. Monitoring, Logging, and Evidence

Logging Required?

[ ] No
[ ] Yes
[ ] Unknown

Logging Depth

Select one:

[ ] Basic usage metadata
[ ] Usage logs and input/output metadata
[ ] Output, validation, reviewer, and decision evidence
[ ] Tool call, action, approval, and boundary evidence
[ ] Full reconstructable evidence
[ ] Unknown

Monitoring Required?

[ ] No
[ ] Yes
[ ] Unknown

Evidence Repository

[Describe evidence location or repository]

Monitoring / Evidence Reference

[Enter monitoring/logging/evidence record reference or link]

18. Incident Containment and Recovery

AI Incident Scenarios Identified?

[ ] No
[ ] Yes
[ ] Unknown

Kill Switch Required?

[ ] No
[ ] Yes
[ ] Unknown

Recovery or Correction Path Required?

[ ] No
[ ] Yes
[ ] Unknown

Incident Containment / Recovery Reference

[Enter incident containment and recovery record reference or link]

19. Exceptions

Exceptions Exist?

[ ] No
[ ] Yes
[ ] Unknown

Exception Summary

Exception ID	Requirement Affected	Expiry Date	Owner	Status
[Exception]	[Requirement]	[Date]	[Owner]	[Status]

Exception Notes

[Describe exception risk, compensating controls, and remediation]

20. Review and Recertification

Inventory Review Frequency

Select one:

[ ] Monthly
[ ] Quarterly
[ ] Semi-annually
[ ] Annually
[ ] At material change
[ ] Other

Last Reviewed

[Enter date]

Next Review Date

[Enter date]

Review Triggers

Select all that apply:

[ ] Business owner changes
[ ] Technical owner changes
[ ] Vendor changes
[ ] Model changes
[ ] Data source changes
[ ] Risk tier changes
[ ] User population changes
[ ] Output use changes
[ ] Tool/action capability changes
[ ] Incident occurs
[ ] Assurance finding occurs
[ ] Exception expires
[ ] Regulatory or legal requirement changes

21. Approval

Business Owner Approval

Name:
Decision:
Date:
Notes:

Technical Owner Approval

Name:
Decision:
Date:
Notes:

Governance / Architecture Approval

Name or forum:
Decision:
Date:
Notes:

Final Inventory Decision

Select one:

[ ] Approved
[ ] Approved with conditions
[ ] Approved for pilot only
[ ] Requires remediation
[ ] Requires exception approval
[ ] Requires additional review
[ ] Rejected
[ ] Deferred
[ ] Retired

Approval Conditions

[List conditions required before approval, production use, scaling, or continued operation]

22. Summary

Inventory ID:
Use case:
Business owner:
Technical owner:
AI pattern:
Lifecycle status:
User population:
Data classification:
Vendor involvement:
Identity model:
Decision impact:
Tool/action capability:
Risk tier:
Required controls:
Assurance status:
Logging status:
Incident containment status:
Exceptions:
Approval status:
Next review date: