An AI inventory should do more than count tools. It should tell the organization what each system is, why it exists, who owns it, what role the organization holds, what evidence supports its current position, what changed and when that position must be revalidated.
The Regulation assigns duties at the level of systems, models, operator roles and use contexts and contains specific documentation, registration, monitoring and recordkeeping requirements where applicable. TA-14 uses a governed inventory as the operational layer connecting those requirements to real organizational systems.
Start with the actual system, role, use case and evidence boundary. The same regulation can produce different obligations for different actors and systems.
A useful inventory identifies the actual AI system, version, intended purpose, owner, deployment context and organizational relationship. A vendor name or product URL alone cannot support an obligation determination.
Provider, deployer and other operator positions can differ across systems. Preserve the role basis, risk route, transparency questions and unresolved classification facts at the system level.
Connect each system to its current documentation, risk records, logs, oversight, notices, testing, monitoring and known gaps so the inventory shows readiness rather than merely existence.
Model swaps, new versions, changed purposes, new jurisdictions, ownership changes and incidents can make an old inventory entry stale. Preserve change history and revalidation state instead of overwriting the past.
The goal is not merely to reach an answer. It is to preserve what facts, evidence, scope and limitations supported that answer at that time.
Capture system name, vendor or builder, version, intended purpose, business owner, technical owner, users, affected persons and deployment context.
Record EU exposure, operator role, prohibited-practice screening, possible high-risk route, transparency duties and unresolved questions with the source basis for each position.
Link the system to documents, logs, tests, controls, notices, incidents, decisions and responsible actors so the inventory can route work rather than become a static spreadsheet.
When material facts change, preserve the prior state, record the trigger and establish whether role, classification, obligations or evidence must be re-examined.
Choose the smallest operating tier that fits the portfolio today. Upgrade when system count, team size or governance scope actually requires it.
Keep a living system-level evidence record with obligations, gaps, versions and revalidation state.
START EVIDENCE PASSPORT →Coordinate evidence, owners, documentation, incidents and team compliance work in one governed workspace.
START COMPLIANCE WORKSPACE →Operate broader high-risk, GPAI, FRIA, post-market and material-change governance across a growing portfolio.
START GOVERNANCE PRO →Run institutional governance with expanded users, authority workflows, examiner rooms and portfolio reporting.
START INSTITUTION →Use the free classifier to establish the system, intended purpose, possible actor role, EU exposure and unresolved facts. When continuing evidence infrastructure is needed, paid access begins at $19 per month. Independent human readiness review remains a separate service.
The Regulation does not prescribe one universal company AI-inventory template for every operator. An inventory is an operational governance mechanism for identifying systems and connecting them to the duties, documentation, registration or monitoring requirements that actually apply.
Useful fields include system identity and version, intended purpose, deployment context, business and technical owners, operator role, EU exposure, classification state, applicable obligations, evidence links, gaps, incidents, material changes and revalidation status.
No. An internal governed inventory is an organization’s operating record. The Regulation separately contains registration and EU-database requirements for specified high-risk systems and actors. Those external duties should be mapped to the applicable system rather than confused with internal inventory management.
A spreadsheet can be a useful starting interface, but it often loses provenance, evidence relationships, change chronology, accountable authority and revalidation state. Those become important when the organization must explain why a classification or action was justified.
Yes. The paid operating ladder is designed to scale with portfolio need: Evidence Passport starts at $19/month, Compliance Workspace at $49, Governance Pro at $99 and Institution at $499.
Yes. Starting with one bounded system can establish the data model and governance method before expanding across the portfolio. The free classifier can be used to structure that first system before paid continuing operations.
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