A PRACTICAL RESOURCE
Know what you use.
Start with a list.
Bring your AI tools, uses, and responsibilities into one place. This blank inventory is a starting point you can adapt with your team.
AI inventory template
CSV file · Opens in Excel, Google Sheets, or Numbers
Blank template. No signup. No upload.
How to use it
- Make a working copy. Open the CSV in your spreadsheet app and save it in a company-approved location.
- Ask department leads and staff. Add one row per tool and use case, including personal accounts used for work and AI features inside existing software.
- Record categories, not confidential content. Note the kinds of information involved and the systems a tool can access. Do not paste sensitive examples.
- Record what still needs checking. Use “Not sure” when settings, permissions, or ownership need confirmation. Name the responsible role, not individual employees.
- Review it when things change. Add a review date, next action, and action owner role. Keep the file current as tools and uses change.
What the template includes
Tool and provider, account plan, department, use case, data categories, connected systems, personal account use, approval owner role, data retention and training review, human review, reporting contact role, last review date, next action, and action owner role.
A GUIDE FROM SYNDESI
Build an inventory you can act on.
Learn what belongs in an AI inventory, how to separate reported information from checked evidence, and how to choose the next conversation with your team.
An example row
Illustrative only. The downloaded template is blank. The table shows a few columns to help you get started.
| Tool / feature | Use case | Data categories | Approval owner role | Next action |
|---|---|---|---|---|
| Example writing assistant | Draft public product descriptions | Public product information | Marketing lead | Ask the administrator to confirm retention settings |
Keep your completed inventory in your own approved workspace. This website has no upload feature and does not receive your inventory.
Not sure where to begin?
Use the AI Exposure Check to identify the questions worth investigating first.
Start the free AI Exposure Check