AI inventory for SMEs: recording and classifying every AI tool
Updated: 2026-10
An AI inventory lists every AI tool and AI feature in the company with purpose, data, role under the AI Act and risk class. For SMEs it is the first and most important step to settle AI literacy, transparency obligations and any high-risk classification — and it can be built in a few days.
In many SMEs, staff use chat assistants, writing aids and AI features in existing software without anyone having an overview. Without that overview neither the AI literacy duty under Art. 4 nor the other AI Act obligations can be met properly.
A spreadsheet is quickly created and just as quickly outdated. What is missing is a structured classification per system and a place where owners keep the status current.
How it works
- 01
Collect tools
A short survey across all teams and a look at subscriptions and software to find self-introduced tools too.
- 02
Classify each system
Classify every tool under Article 6: prohibited, high-risk, subject to transparency or minimally regulated.
- 03
Assign responsibility
Name an owner per system and assign tasks such as policy or training.
- 04
Record the status
Save the inventory as a report and add to it when new tools arrive.
Why it fits here
AI Risk Check keeps AI systems in workspaces and classifies each under Article 6 with legal citations — a structured inventory instead of a spreadsheet nobody maintains.
Team workspaces spread maintenance across several people, and audit-ready reports show the status at any time. The basics are in the glossary entry on the AI inventory.
FAQ
Does a small company really need an AI inventory?
Anyone using AI professionally is a deployer under the AI Act and has at least the AI literacy duty and possibly transparency duties. Without an overview of the systems in use, they cannot be met.
How long does building it take?
For most SMEs a few days: recording is the largest part, and classification per system goes quickly with a structured approach.
What belongs alongside the inventory?
A short usage policy, staff training and an approval process for new tools. The AI usage policy checklist describes the steps.
AI Risk Check
AI Risk Check keeps AI systems in workspaces and classifies each under Article 6 with legal citations — a structured inventory instead of a spreadsheet nobody maintains.
Team workspaces spread maintenance across several people, and audit-ready reports show the status at any time. The basics are in the glossary entry on the AI inventory.