What's the difference between an AI register and an AI inventory?

Nothing important. Both mean a list of the AI tools and uses in your organization. "Register" usually implies it also records approvals and owners.

How often should we update it?

Whenever someone wants to use a new AI tool, and a full review every six months. AI features appear in existing software all the time.

Do built-in AI features count?

Yes. AI inside your email, meeting or design tools can see the same information as a stand-alone chatbot, so list it with the same questions.

How to create an AI register (AI inventory) for your organization

By Rafael · Updated November 1, 2026 · 3 min read

The short answer

An AI register (or AI inventory) is a simple list of every AI tool your people use, what it's used for, the type of account, the most sensitive information that goes in, and whether it's approved. Build it by asking your team, not by guessing, then rate each tool and name one person to keep it current.

Why start with a register

You can't set sensible rules for tools you don't know about. The register turns "I think people use ChatGPT" into a clear picture: which tools, for what, and with what information. Everything else in AI governance, from your AI policy to your team training, builds on it.

What to record for each tool

The tool, and what it's used for ("drafting donor letters", not just "writing").
Who uses it: a team, a role, or everyone.
The account type: free or personal, paid by an individual, or a business or team plan.
The most sensitive information that goes in: public, internal, personal (about real people), or sensitive (health, financial, children's or confidential). Not sure what's safe? See is it safe to put business data in AI?
Whether it helps make decisions about people, like hiring, eligibility or care.
Whether customers, members or the public see its output directly.
Whether training on your data is turned off. See how to stop AI training on your data.
Its rating (approved, approved with limits, or not allowed) and any conditions.

How to build it in an afternoon

Ask, without blameSend a two-minute anonymous survey: which AI tools do you use for work, for what, and what do you paste in? Promise no one is in trouble. Honest answers are the whole point; see how to manage shadow AI.
Check the tools you already pay forMany everyday tools now include AI: meeting note-takers, email, design and writing tools. Add those too, along with any AI agents or automations that act on your behalf.
Rate each toolPersonal or sensitive information in a personal account is not allowed. Sensitive information on a business plan needs the right agreement. Anything about people or seen by the public needs a person's review, and AI that affects people should be checked for bias.
Name an ownerOne person keeps the register, approves new tools and reviews it every six months, alongside your AI policy.

Want it faster? Enter your tools into the free AI governance kit. It rates each one with reasons and exports your register as a spreadsheet.

Free AI register template

AI register template

AI REGISTER · [Organization] · Owner: [name] · Last reviewed: [date]

Tool | Used for | Who uses it | Account type | Most sensitive info that goes in | Decisions about people? | Public sees output? | Training off? | Rating | Conditions
ChatGPT | drafting emails | office team | Business plan | Internal | No | No | Yes | Approved | Check facts before sending
[tool] | [task] | [team] | Free / Personal paid / Business | Public / Internal / Personal / Sensitive | Yes / No | Yes / No | Yes / No / Not sure | Approved / Limited / Not allowed | [conditions]

Ratings
- Approved: public or everyday work information on a business plan.
- Approved with limits: sensitive information (with a signed data agreement), anything that informs decisions about people (a person decides), or anything the public sees (labeled and reviewed).
- Not allowed: personal or sensitive information in free or personal accounts.

Blank template vs. a register built for you

The template gives you the columns. Filling them in well is the hard part:

Finding the tools nobody mentions, like free accounts on personal phones and AI switched on inside software you already use.
Rating each tool consistently, with a reason you could defend to your board or a customer.
Turning each rating into clear conditions, like business accounts, training off, a data agreement or a person's review.
Connecting the register to your AI policy, so the approved list and the rules always match.
Keeping it current, with evidence and a review date, and summarizing it for your leaders in a board briefing.

Get your register rated automatically, plus a draft AI policy and a one-page leadership summary, in about 15 minutes: build your AI register free. Want it built with your team, verified and kept current? See AI governance with GrowDaily.

Common questions

What's the difference between an AI register and an AI inventory?: Nothing important. Both mean a list of the AI tools and uses in your organization. "Register" usually implies it also records approvals and owners.
How often should we update it?: Whenever someone wants to use a new AI tool, and a full review every six months. AI features appear in existing software all the time.
Do built-in AI features count?: Yes. AI inside your email, meeting or design tools can see the same information as a stand-alone chatbot, so list it with the same questions.