Free AI Use Register Starter
An AI Use Register is a simple record of where and how your business uses AI. It helps SMEs see who is responsible, what data is involved and where proportionate controls are needed.
Free, editable Excel spreadsheet.
Starter structure
Download the spreadsheet and add one row for each business use.
Include chatbots, copilots, embedded AI features, pilots and unapproved use - not just centrally purchased tools.
AI tool/system name - product and version
Business use/purpose - what it helps with
Owner - person accountable for this use
Users/team - who uses it
Data used - inputs and sources
Personal/confidential/customer data - yes/no; type
AI role - drafts, advises or makes decisions
Key risks/controls - risks, checks and safeguards
Approval/status - proposed, approved or restricted
Review date - last checked and next review
Keep it useful
Give one person responsibility for maintaining the register, such as an operations lead. Each use should also have a named business owner who keeps its entry accurate.
Review quarterly and whenever tools, data or uses change; check higher-risk uses more often. Keep entries brief and focus on decisions, owners and proportionate controls - not paperwork.
Check your wider AI controls
Take the free 3-minute AI Control Snapshot to get a quick view of whether your current or planned AI use may need stronger controls.
Need help applying this to your organisation?
The free starter helps you record AI use.
The £495 AI Governance Baseline adds a review of up to five current or planned use cases, practical risk categorisation and prioritised actions, alongside a tailored policy, staff guidance and management handover.
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