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AI systems inventory

A register to document which AI systems your organisation uses, who is responsible for each one and what documentation you hold from your provider.

What it contains

  • Thirteen columns per system: provider, purpose, area, owner, registration date, data processing, your company's role and a preliminary risk reading, among others.
  • The definition of “AI system” in Article 3, point 1, of Regulation (EU) 2024/1689, to decide what goes on the list.
  • How to read the role column — deployer, provider, importer, distributor — and the preliminary reading column.
  • Why the registration date matters: the two transitional regimes that depend on it.

Formats

ZIP with two files: a landscape PDF to print or annotate, and a CSV for spreadsheets

What the AI systems inventory capturesAlethexis inventory template: blocks A and C and permitted valuesONE ROW PER SYSTEM · NO BOX STARTS TICKED · “NOT YET DETERMINED” IS AN ANSWER1NN1N1IdentificationBLOCK AOrganisationTax identification numberPerson responsible for the inventoryDate of reviewVersion of this registerReview criterion (frequencyand triggers)AI systemBLOCK C · ONE ROW PER SYSTEMSystem nameProviderPurpose of useArea or departmentInternal ownerInternal adoption dateDate of placing on the market or puttinginto service, if knownProcesses personal data?Data categoriesYour company’s roleInitial regulatory screeningArticle 4 measuresProvider documentationNotesYour company’s roleDeployerProviderImporterDistributorNot yet determinedInitial regulatory screeningPossible Article 5 triggerAnnex IIIPossible Article 50transparency triggerNo apparent trigger underArticle 5, Article 50, Annex Ior Annex III (commonly called“minimal risk”)Not yet determinedOther columnsProcesses personal data?Yes · No · Not yet determinedArticle 4 measuresYes · Partially · No ·Not yet determinedProvider documentationComplete · Partial · None ·Not yet determined“AI systems inventory” template · block A, block C and “Permitted values”
What the template captures before asking you for anything: one record per system, its columns and the permitted values for those with options. The initial regulatory screening is an indicative first reading, not a final classification.

We will send the template to the email address you provide. We need the email to be able to send it; the other fields are optional.

Not ticking it does not prevent you from downloading the template.

Data protection — resource download

Controller: ALETHEXIS, S.L. (NIF B88758057). Purpose: to send you the resource you requested and, only if you tick the box, commercial communications. Legal basis: your request (Art. 6(1)(b) GDPR) to send you the resource and, for the communications, your consent (Art. 6(1)(a) GDPR), which you can withdraw at any time. Recipients and transfers: we use providers acting on behalf of Alethexis for hosting, security and email delivery. No disclosure of your data to third parties for their own purposes is planned, except where required by law. Some providers may process data outside the EEA with the safeguards set out in the additional information. Rights of access, rectification, erasure, objection, restriction and portability: [email protected]. You may lodge a complaint with the Spanish Data Protection Authority (AEPD, www.aepd.es) or with the supervisory authority of your Member State (Article 77 GDPR).