Why Your Organisation Needs an AI Register

Artificial intelligence is becoming part of everyday work. From simple AI assistants to more advanced automation and machine learning systems, organisations are using AI in a growing number of ways.

The problem is that AI adoption often moves faster than an organisation's ability to keep track of it. Employees may start using new tools without informing their IT, security or management teams. In some cases, sensitive business information may be shared with AI services without anyone fully understanding the risks.

This is often referred to as shadow AI, and it is becoming an important issue for organisations of all sizes.

One practical way to address this is to maintain an AI register.

What Is an AI Register?

An AI register is a central record of the AI tools, systems and applications being used within an organisation.

It helps organisations understand what AI they are using, why they are using it, who is responsible for it and what risks need to be managed.

A useful AI register will normally include:

• System details: The name of the AI tool or system, including its version where relevant.
• Ownership: The person, team or department responsible for the tool.
• Business purpose: What the tool is used for and how it supports the organisation's work.
• Data usage: The types of information the tool processes, such as public, internal, confidential or personal data.
• Risk assessment: Any known or potential risks associated with the tool and the measures in place to manage them.

An AI register does not need to be complicated. A well-maintained spreadsheet can be a good starting point, particularly for smaller organisations.

The important thing is to have an accurate record that can be reviewed and updated as AI use changes.

Why Are AI Registers Useful?

Many organisations already have policies covering IT systems, data protection and information security. However, these policies may not give them a clear picture of how AI is actually being used.

An AI register helps close that gap.

1. Identifying Shadow AI

Employees often use AI tools because they make everyday tasks quicker or easier. They might use a chatbot to draft a document, an AI-powered browser extension to summarise information or an online service to analyse data.

While these tools can be useful, they may also introduce risks, especially when employees enter confidential or personal information into services that have not been reviewed.

An AI register helps organisations identify which tools are being used and decide whether they are appropriate.

It also provides an opportunity to discuss safer alternatives rather than simply restricting access.

2. Supporting Compliance and Accountability

AI governance is becoming increasingly important as governments and regulators introduce new requirements.

Regulations such as the EU AI Act, alongside existing data protection and security obligations, mean that organisations need to pay closer attention to how they develop, purchase and use AI systems.

An AI register can support this work by providing a clear record of the systems in use, who is responsible for them and what steps have been taken to manage their risks.

It can also make internal reviews and audits easier by keeping relevant information in one place.

However, maintaining a register is only one part of good AI governance. Organisations still need appropriate policies, assessments and controls.

3. Managing AI Risks Before They Become Problems

AI systems can introduce several types of risk, depending on how they are used.

These may include data privacy issues, inaccurate outputs, security weaknesses, changes in system performance or an over-reliance on particular suppliers.

Recording AI systems and linking them to risk assessments makes it easier to identify where problems might arise.

It also helps organisations decide which systems need closer monitoring, additional safeguards or further review.

This is particularly useful as the number of AI tools in use grows.

Five Free AI Registers Available from RAIUC.org

Getting started with AI governance does not necessarily require expensive software or a large project.

For organisations that want a practical starting point, www.raiuc.org provides five free general AI registers covering different aspects of AI management.

1. AI Tools Register

This register helps organisations maintain a record of the AI tools and systems being used across their teams.

It can include approved tools, systems undergoing evaluation and experimental applications that are being tested for potential use.

2. AI Risks Register

The AI Risks Register provides a way to record and manage risks associated with AI systems.

These might include data protection concerns, security vulnerabilities, unreliable outputs or other issues that could affect the organisation.

Keeping a record of these risks makes it easier to assign responsibility and track the actions being taken to address them.

3. AI Suppliers Register

Many organisations rely on external companies to provide AI tools, platforms and services.

The AI Suppliers Register helps maintain a record of these providers, making it easier to understand which third parties are involved in delivering AI capabilities.

This information can support supplier reviews, procurement decisions and ongoing oversight.

4. AI Training Register

Employees need to understand how to use AI appropriately, particularly when handling business information or making decisions supported by AI.

The AI Training Register helps organisations keep track of relevant training, staff awareness activities and competency development.

It also provides a record of who has completed training and where additional support may be needed.

5. AI Incidents & Near Misses Register

Not every AI-related problem results in a serious incident. Sometimes an issue is identified and corrected before it causes harm.

Recording both incidents and near misses helps organisations recognise recurring problems and learn from previous experiences.

This register provides a structured way to document what happened, how it was handled and what could be done to prevent similar issues in the future.

Getting Started

If your organisation is already using AI, it is worth taking the time to understand where and how it is being used.

Start by identifying the tools currently in use, including those adopted by individual teams. Record who is responsible for each tool, what it is used for and whether it handles any sensitive information.

You can then begin assessing the risks, reviewing suppliers and identifying any training needs.

There is no need to make the process unnecessarily complicated. The aim is to create a practical record that people can maintain and use.

As AI adoption increases, having this information readily available will make it easier to manage risks, demonstrate accountability and make informed decisions about future AI use.

To get started, visit www.raiuc.org and access the five free general AI registers. They provide a straightforward way to begin organising your AI governance activities without the need for a major investment.