AI Register Template: What to Include and How to Maintain It
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The AI Register is the single most important document for EU AI Act compliance. It is also the one most SMBs do not have. It is the first thing a regulator, auditor, or buyer's compliance officer will ask for — and the absence of one is harder to explain than imperfect content.
Minimum columns
- System name — what your team calls it
- Vendor — the company that provides it
- Purpose — what you use it for, in plain language
- Data categories — what data it processes
- Legal basis — GDPR Article 6 ground
- Risk class — minimal, limited, high, or prohibited under EU AI Act
- Hosting region — EU, US, or unknown
- DPA signed — yes / no / check
- Trains on your data — yes / no
- Internal owner
- Last reviewed
Vendors to pre-populate
Most SMBs use a recurring set of 15-25 AI tools: ChatGPT, Microsoft 365 Copilot, Anthropic Claude, Google Gemini, Notion AI, Grammarly Business, DeepL Pro, GitHub Copilot, Cursor, Otter.ai, Fathom, Read.ai, Midjourney, DALL-E, ElevenLabs, Synthesia, HeyGen, HubSpot AI, Salesforce Einstein, Intercom Fin, Zendesk AI, Perplexity, Zapier AI, Make.com.
How to maintain it
- Quarterly review on the calendar. 30 minutes. Confirm every active row, add new tools, remove dead ones.
- Onboarding hook — when someone joins, give them the AUP and ask about AI tools they intend to bring.
- Procurement hook — any new SaaS purchase triggers a one-question check: does it use AI?
Done-for-you AI Register
Ready AI Act's Compliance Documentation Package (€499) includes a personalised AI Register tailored to your specific stack — 20+ vendors pre-populated, your risk classifications, your hosting regions, your internal owners. Delivered within 48 hours of intake, reviewed by qualified ICT/privacy counsel.