Template
AI Inventory Template
Document all AI systems in your company. This template helps you assess whether and how Article 4 of the EU AI Act applies to you.
🏢General company data
| Company name | Industry | Locations / departments | Total employees | Person responsible for AI topics | Date created | Last updated |
|---|---|---|---|---|---|---|
| Example Inc. | e.g. manufacturing, IT, healthcare, consulting | Berlin HQ, Munich branch | approx. 150 | Name, role, contact | DD.MM.YYYY | DD.MM.YYYY |
| Example Inc. | e.g. manufacturing, IT, healthcare, consulting | Berlin HQ, Munich branch | approx. 150 | Name, role, contact | DD.MM.YYYY | DD.MM.YYYY |
| Example Inc. | e.g. manufacturing, IT, healthcare, consulting | Berlin HQ, Munich branch | approx. 150 | Name, role, contact | DD.MM.YYYY | DD.MM.YYYY |
| Example Inc. | e.g. manufacturing, IT, healthcare, consulting | Berlin HQ, Munich branch | approx. 150 | Name, role, contact | DD.MM.YYYY | DD.MM.YYYY |
| Example Inc. | e.g. manufacturing, IT, healthcare, consulting | Berlin HQ, Munich branch | approx. 150 | Name, role, contact | DD.MM.YYYY | DD.MM.YYYY |
🤖AI systems in use
| AI system / tool | Vendor | Usage type | Department(s) | Number of users | Covered by Art. 4? (high risk?) | Access type |
|---|---|---|---|---|---|---|
| e.g. ChatGPT Enterprise, GitHub Copilot, Jasper AI | OpenAI, Microsoft, other | Text creation, code generation, data analysis, customer service | Marketing, IT, sales, HR | approx. 45 employees | Yes / No / Unclear — to review | Web, desktop app, API integration, plugin |
| e.g. ChatGPT Enterprise, GitHub Copilot, Jasper AI | OpenAI, Microsoft, other | Text creation, code generation, data analysis, customer service | Marketing, IT, sales, HR | approx. 45 employees | Yes / No / Unclear — to review | Web, desktop app, API integration, plugin |
| e.g. ChatGPT Enterprise, GitHub Copilot, Jasper AI | OpenAI, Microsoft, other | Text creation, code generation, data analysis, customer service | Marketing, IT, sales, HR | approx. 45 employees | Yes / No / Unclear — to review | Web, desktop app, API integration, plugin |
| e.g. ChatGPT Enterprise, GitHub Copilot, Jasper AI | OpenAI, Microsoft, other | Text creation, code generation, data analysis, customer service | Marketing, IT, sales, HR | approx. 45 employees | Yes / No / Unclear — to review | Web, desktop app, API integration, plugin |
| e.g. ChatGPT Enterprise, GitHub Copilot, Jasper AI | OpenAI, Microsoft, other | Text creation, code generation, data analysis, customer service | Marketing, IT, sales, HR | approx. 45 employees | Yes / No / Unclear — to review | Web, desktop app, API integration, plugin |
⚖️Risk classification (preliminary)
| AI system | EU AI Act risk category | Justification | Measures required? |
|---|---|---|---|
| — | Unacceptable / high / limited / minimal | e.g. use in HR = high risk per Annex III | Yes / No |
| — | Unacceptable / high / limited / minimal | e.g. use in HR = high risk per Annex III | Yes / No |
| — | Unacceptable / high / limited / minimal | e.g. use in HR = high risk per Annex III | Yes / No |
| — | Unacceptable / high / limited / minimal | e.g. use in HR = high risk per Annex III | Yes / No |
| — | Unacceptable / high / limited / minimal | e.g. use in HR = high risk per Annex III | Yes / No |
👥Employees & skill level
| Department / role | Name | AI skills present? | Already trained? | Certificate available? |
|---|---|---|---|---|
| e.g. marketing, CTO, head of sales | or group label | Yes, basic / yes, advanced / no | Yes (date) / no / planned | Yes / No / not required |
| e.g. marketing, CTO, head of sales | or group label | Yes, basic / yes, advanced / no | Yes (date) / no / planned | Yes / No / not required |
| e.g. marketing, CTO, head of sales | or group label | Yes, basic / yes, advanced / no | Yes (date) / no / planned | Yes / No / not required |
| e.g. marketing, CTO, head of sales | or group label | Yes, basic / yes, advanced / no | Yes (date) / no / planned | Yes / No / not required |
| e.g. marketing, CTO, head of sales | or group label | Yes, basic / yes, advanced / no | Yes (date) / no / planned | Yes / No / not required |
How to use this template
- Copy the table (e.g. into Excel or Google Sheets).
- Enter every AI system used in your company — including private use on work devices ('Shadow AI').
- Assess each system against the EU AI Act risk categories (see Annex III of the regulation).
- Flag employees who use high-risk AI systems — they fall under Article 4.
- Use the result as the basis for your training planning.
Legal notice
This template is for orientation only and does not replace legal advice. The exact interpretation of Article 4 and the national implementation may vary. Consult a lawyer specializing in IT law or compliance for a binding assessment. The official regulation: Regulation (EU) 2024/1689
Need help with your inventory?
Free initial consultation — we help you record and assess your AI systems.
Request a consultation