# EU AI Act AI System Inventory Template

Start the register before the assessment turns into guesswork. This starter template helps you list AI systems, owners, vendors, role assumptions, Annex III signals, Article 50 triggers, oversight owners, evidence locations, and next actions.

Educational starter. Not legal advice.

| Field | How to use it |
|---|---|
| AI system ID | Give every use case a stable reference. Do not rely on tool names alone. |
| AI system name | Use the name the business actually recognizes. |
| Business owner | Name the process owner accountable for use and approval. |
| Technical owner | Name the system owner, engineering owner, or vendor manager. |
| Provider or vendor | Record whether this is internal, external, open-source, or mixed. |
| Role assessment | Mark provider, deployer, importer, distributor, product manufacturer, or unclear. |
| Intended purpose | Write the purpose the system is designed or used for. |
| User group | Record employees, customers, citizens, patients, applicants, students, or other affected persons. |
| Sector / process | HR, credit, insurance, healthcare, education, biometrics, public services, security, or other. |
| Data categories | Personal data, special-category data, operational data, synthetic data, public data, or mixed data. |
| Automated decision impact | Advisory only, decision support, automated recommendation, automated decision, or unclear. |
| Annex III relevance | No obvious trigger, potential trigger, confirmed trigger, or needs legal review. |
| Article 50 transparency trigger | Chatbot, content generation, deepfake, emotion recognition, biometric categorisation, or none identified. |
| FRIA trigger | No, likely no, possible, likely yes, or legal review needed. |
| Human oversight owner | Name the person or role responsible for review, intervention, and escalation. |
| Logs and evidence location | Point to usage records, model cards, vendor docs, approvals, and oversight logs. |
| Status | Discovery, pilot, production, suspended, retired, or banned. |
| Last reviewed | Date of last classification and evidence review. |
| Next action | Classify, request vendor evidence, run FRIA, add notice, improve oversight, or retire. |