AI inventory template
with an oversight review queue
See which AI use to review first.
Try the inventoryThe film is unavailable. You can read what it shows below.
What the film shows, in words
- See which AI use to review first.
- Four AI uses. One wall.
- Each stands out by its score: its data, its effect on people, how far a person reviews it, whether it is live. 4 + 4 + 3 + 0 = 11; 6 + 2 + 1 + 1 = 10; 4 + 0 + 1 + 1 = 6; 2 + 0 + 0 + 1 = 3.
- 2 of 4 are high priority. First: Screening job applications. No owner. Never reviewed.
- If a person reviewed every decision: 8. One high priority left.
- List every use. See what to look at first.
The demo: the worked example, one answer at a time
ExampleAI uses in a mid-sized NGO (illustrative).
An order for reviews, not a compliance rating.
Step 1 of 4
Four uses. Two stand past the line.
- 43 of 14 · LowDrafting donor reportsProgramme lead20 May 2026
- 111 of 14 · HighScreening job applications
- 210 of 14 · HighBeneficiary helpline assistantOperations manager11 Feb 2025over a year ago
- 36 of 14 · MediumTranslating field notesM&E officer1 Jul 2026
The drawer in handScreening job applications
Scores 11, 10, 6 and 3 of 14. First review: Screening job applications. Its label holder is empty and its tag is blank: it “has no owner” and “has never been reviewed”.
- Systems and uses
- 4
- High review priority
- 2
- Reviews overdue
- 2
- Without an owner
- 1
- 1Corner number: its place in the review queue
- It stands out one step for each point of its score
- Empty label holder: no owner
- Blank tag: never reviewed
Now your own wall, one drawer for each use.
One row per system or use. Include tools staff use on their own. Press a drawer to open it. The order is for your reviews: it is not a legal classification, a compliance rating or a rank of business value.
- Systems and uses
- 4
- High review priority
- 2
- Reviews overdue
- 2
- Without an owner
- 1
The queue in full, and what is missing.
In the tool’s own words. Equal scores keep the order you listed them. A retired use leaves the queue; it still counts as a system and in the owner check.
Review queue, highest priority first
- 01Screening job applicationsHigh priority · score 11 of 14 · Personal data · decides about people · not reviewedOwner: none. Last reviewed: never.
- 02Beneficiary helpline assistantHigh priority · score 10 of 14 · Sensitive personal data · informs decisions · sampledOwner: Operations manager. Last reviewed: 11 Feb 2025.
- 03Translating field notesMedium priority · score 6 of 14 · Personal data · drafts or assists · sampledOwner: M&E officer. Last reviewed: 1 Jul 2026.
- 04Drafting donor reportsLow priority · score 3 of 14 · Internal, not personal · drafts or assists · always reviewedOwner: Programme lead. Last reviewed: 20 May 2026.
Oversight gaps
- Gap: “Screening job applications” has no owner.Every AI use needs one accountable person.
- Gap: “Screening job applications” decides about people without human review.Add meaningful human review before outcomes affect anyone.
- Check: “Screening job applications” has never been reviewed.
- Check: “Beneficiary helpline assistant” processes sensitive data with partial review.
- Check: “Beneficiary helpline assistant” was last reviewed over a year ago.
The priority score orders your reviews. It is not a legal classification or a compliance rating.
The spreadsheet, described
One row for each use on your wall, in these columns, with the review queue in the tool’s order.
- ASystem or use
- BOwner
- CTool or vendor
- DData used
- EEffect on people
- FHuman review
- GStage
- HLast reviewed
- IWorkflow it serves
- JSource record
- KModel and version
- LPermission boundary
No file is produced today: email delivery is not connected. Everything the spreadsheet would hold is on this page.
Your editable template
AI inventory as an editable register with the review queue, by email once delivery is connected.
Your AI inventory as an editable register with the review queue (spreadsheet)
Tool: AI inventory Result: 4 uses · 2 high priority Request: please review the inventory and scope an AI governance assessment (SVC-014).Send as a brief
The longest a drawer can stand6 + 4 + 3 + 1 = 14
How a drawer gets its length, and what that cannot tell you.
The rubric is published so you can check it. A long drawer is a reason to look sooner. It is not a finding about the use.
Method
- 01
Priority = data sensitivity × 2 (0 to 3) + effect on people (0, 2 or 4) + review gap (0, 1 or 3) + 1 if live. Maximum 14.
- 02
High priority is 9 or more, medium 5 to 8.
- 03
A review is overdue when there is none, or the last one was more than twelve months ago.
- 04
A use that decides about people is always listed among the gaps, reviewed or not. The workflow a use serves, its source record, its model and version and its permission boundary are your own words: they move no score. A record that names no workflow or no source record is listed as one that cannot be traced.
What it cannot tell you
- It orders your oversight work; it does not certify compliance with any law.
- Classification under the EU AI Act or other rules needs a separate assessment.
- List uses honestly, including tools staff adopted on their own.
- Review priority is not a rank of business value. A use at the foot of the queue may matter most to the organisation.
- A named workflow or source record is not checked here. The register gives no one permission to use a tool.
Quality ruleNo automatic certification or legal-compliance score.
When the wall is full, and the reviews are still to do.
The inventory tells you what to look at first. Carrying out the reviews, and setting the rules they follow, is a service.
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Michael GagakumaTool ownerBook Michael · from USD 90 -
Kenneth GagakumaTool ownerBook Kenneth · from USD 90