Free Template · EU AI Act Compliant

AI Inventory Template for Businesses

An AI inventory is the foundation of any EU AI Act compliance program. It documents all AI systems in use and is a prerequisite for risk classification, conformity assessment, and audit reports.

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What is an AI Inventory?

An AI inventory (also called AI register or AI asset register) is a structured list of all AI systems that a company uses, develops, or operates. It forms the central basis for EU AI Act compliance and provides authorities and internal auditors with information about the nature and scope of AI usage on request.

Why an AI Inventory?

Mandatory basis for high-risk AI operators under EU AI Act
Uncover Shadow AI – unauthorized AI usage in the company
Foundation for risk classification and prioritization
Evidence for authorities and auditors
Internal governance and AI strategy

What goes into an AI Inventory?

Name & Description

System name, short description, version, and vendor of the AI system.

Use Case & Purpose

Department, application, target group, and business process the system supports.

Technical Details

API endpoints, data sources, training environment, models used, and interfaces.

Responsibilities

System owner, technical contact, data protection officer, and escalation path.

Risk Classification

Risk category under EU AI Act (minimal, limited, high, unacceptable) with justification.

Compliance Status

Documentation status, open actions, due dates, and audit history.

Template: Fields at a Glance

KI-Inventar – SimpleAct

System ID	SA-001
System Name	Recruiting AI (Workday)
Vendor	Workday Inc.
Version / Date	2024.3 / Jan. 2025
Use Area	HR / Recruitment
Purpose	Pre-screening of applications
Affected Persons	Job applicants
Risk Level	⚠️ High (Art. 6 EU AI Act)
Compliance Status	🔴 Documentation pending
Responsible	Jane Smith, CHRO
Next Review	01.06.2026

How to Create Your AI Inventory in 4 Steps

Take Stock

Survey all departments: Which AI tools are being used? From SaaS applications to internally developed models.

Collect Data

Record all relevant fields per system – vendor, purpose, data sources, and affected persons.

Classify Risk

Rate each system according to the 4 EU AI Act risk classes and prioritize action.

Document & Maintain

Keep the inventory up to date – when new systems are added, updated, or scope changes.

Frequently Asked Questions about AI Inventory

Does the AI inventory need to follow a specific format?

The EU AI Act does not prescribe a fixed format, but the content requirements for high-risk AI systems are defined in Annex IV of the regulation. SimpleAct covers all mandatory fields.

What is Shadow AI?

Shadow AI refers to AI systems that employees use independently without IT or the company knowing about it. A complete inventory helps uncover Shadow AI.

How often does the AI inventory need to be updated?

Best practice is a quarterly review plus ad-hoc updates when new systems are added, significant updates occur, or the scope of use changes.

Create Your AI Inventory Directly in SimpleAct

Instead of spreadsheets and Word documents: SimpleAct provides a structured, EU AI Act-compliant AI inventory with risk classification, documentation, and export – all in one system.

Start for free