Platform / AI inventory
Know which AI systems the organisation is responsible for.
An inventory is not a list of model names. It is the controlled record that connects each use of AI to an owner, a purpose, the people affected and the decisions that follow.
Product demonstration · 1 minute 59 seconds
Manage the AI lifecycle
Follow a hypothetical AI system through inventory, exposure, role, classification, ownership, obligations, evidence and controlled lifecycle decisions. All organisations, people and systems shown were created for demonstration, and no client data appears.
Read the video transcript
An AI system should not move from an idea into live use simply because a team feels ready. EU AI Fit turns that journey into a controlled, reviewable process. The portfolio shows every recorded system, lifecycle stage, accountable owner, exposure position and reviewed classification.
Inside each system record, responsibility becomes active only when the nominated owner accepts it. Before progress, the workflow checks foundations such as approved role and classification, a current exposure check, an obligation and evidence plan and operational risk review.
A lifecycle change records the request, evidence, reviewer, decision and rationale. Production is not the end: controls, indicators, incidents and material changes can trigger reassessment. The result is an operating trail from discovery and pilot through production, suspension or retirement.
Why this matters
A software register rarely tells you how AI is actually being used.
AI can arrive through a product feature, an API, a departmental SaaS tool or an internal experiment that becomes operational. One product may support several materially different purposes.
EU AI Fit records the use case as well as the technology, then keeps the ownership, supplier relationship, decisions and reassessment history attached to that system record.
Who it is for
The people who know where AI enters the business.
- Governance leads establishing organisational scope
- Product, engineering, HR and procurement contributors
- System owners responsible for current facts
- Leadership teams that need a portfolio view
How the work moves
Build the register, then keep it alive.
- 01
Discover
Gather systems and use cases across product, operations, workplace tools, procurement and experimentation.
- 02
Describe
Record intended purpose, outputs, users, affected people, provider, model, data context and countries of use.
- 03
Assign
Nominate accountable ownership and require acceptance rather than silently placing a name against a record.
- 04
Maintain
Use review dates and material-change triggers for purpose, model, data, autonomy, users or deployment context.
In this scenario
An AI feature appears inside an existing support platform
Procurement approved a customer-support suite before its supplier introduced automated case prioritisation.
The inventory records the new AI use separately from the underlying contract and links it to the supplier and affected support workflow.
A review trigger captures the supplier change, prompting exposure, classification and staff-briefing work before the feature becomes business as usual.
The organisation can show what changed, who considered it and which follow-up work was opened.
What is retained
A system register with ownership and change built in.
Use the readiness sprint to establish the first controlled portfolio with the right contributors.
- System and use-case record
- Named owner and review responsibility
- Supplier, product and model relationships
- Deployment, people and decision context
- Review history and material-change triggers
Source basis
The official material behind the workflow.
Source review updated 31 August 2026. Read our editorial and regulatory review policy, check the current source and obtain qualified advice for your circumstances.
- Regulation (EU) 2024/1689
The official consolidated legal text, including the 2026 amendments, and starting point for every assessment.
- Article 3 definitions
Official definitions for AI systems and the operators in the value chain.
- EU AI Act Service Desk
European Commission implementation resources, navigation and official explanatory material.
Next step
Build the record the rest of the programme depends on.
Start with a bounded portfolio and create a maintainable inventory rather than a one-off spreadsheet.
Explore the readiness sprint