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Free Template · Discovery

AI System Inventory Template

Build a single source of truth for all AI usage in your organisation. This inventory template helps you catalog AI tools, embedded AI features in SaaS, custom models, automations using LLM APIs, and AI agents - along with the owners, data flows, risk tier, and audit evidence you need.

Recommended inventory fields

Tool / System name
Owner + team
Business purpose + process
Data inputs (types + sources)
Data outputs + destinations
Model/provider (if applicable)
Access + permissions
Risk tier (Low/Med/High/Critical)
Regulatory exposure (GDPR, APRA CPS 234, HIPAA, etc.)
Controls (DLP, approvals, logging)
Monitoring + audit log location
Review cadence + last review date

Why this template matters

Most AI governance programs fail because they start with policy before discovery. Without a reliable inventory, you cannot enforce controls, assess risk, or answer auditors.

  • Reduce Shadow AI risk by tracking what is actually used
  • Prioritise controls based on risk tier
  • Support audits with repeatable evidence
  • Create a governance review cadence that scales
Complete AI governance library

Get all 39 templates in one ZIP

Policies, registers, checklists and rollout plans, ready to customise.

  • 46 files (DOCX, XLSX, PPTX)
  • 1.5 MB total
  • Updated July 2026
  • NIST AI RMF · ISO 42001 · EU AI Act aligned

Work email only. From Aona AI, the SOC 2 Type II certified Workforce AI Security platform.

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