PRACTICAL GUIDE
A practical AI inventory for compliance teams
An inventory is a starting point for AI governance, not a certificate or a compliance shortcut. A useful record helps people understand what a system is for, who owns it, what may change and what review or action is expected.
Five steps to get started
1. Set a useful scope
Start with one business process or team. Include AI applications, models, integrations and third-party services that are actually in use, and record how each was identified.
2. Assign owners
Name a business owner and a technical contact for each system. Record the purpose, users, affected process, supplier and the person responsible for keeping the record current.
3. Capture risk context
Document the system's intended use, data types, deployment context, human review and known limitations. Record the basis and reviewer for any classification rather than treating an automated score as a legal conclusion.
4. Connect review to action
Set review dates and define what happens when something changes: a new model, supplier, data source, use case, incident or risk assessment. Assign actions and track them to closure.
5. Keep records useful
Keep dated decisions, approvals, policy changes, incidents and follow-up actions. Check that the record matches what the team actually does, and revisit it when the system changes.
Make the inventory operational
Connect the inventory to a review workflow. For example, route a new or changed system to the right owner, record the decision, and create an incident or follow-up task when a review finds an issue. Review ownership, access and overdue actions regularly so the inventory does not become a one-time spreadsheet exercise.
Where DATUM-GLB can help
DATUM-GLB provides an AI asset and model inventory, risk and classification records, policies, review workflows, vendor records, alerts and selected audit history. Teams decide what to enter, how to classify a system and what controls are appropriate. The platform does not discover every AI system automatically, determine legal obligations for you, or guarantee compliance.
Use the sample-data demo to explore the workflow, review the developer guide, or request a guided walkthrough.