The Guidance for AI Adoption recommends that organisations should maintain an AI register that records all AI systems, their use cases and important information.
Why use an AI systems register?
An AI systems register is a table or database that lists all the AI systems your organisation uses, including their:
- key characteristics
- use cases
- accountable people
- appropriate governance level.
When team members, stakeholders or auditors need to know what AI systems exist in your organisation, the AI register provides clear answers.
The register should capture all AI systems, including AI features embedded in common software packages.
This documentation supports your organisation to have informed conversations about AI use. It also helps teams discover existing systems before building or procuring new ones.
A register may help:
- Avoid duplication of effort and resources. Encourage staff to check the register before deploying, buying or using any AI system to find out if this system (or something similar) is already in use.
- Build a community of practice. The AI register documents all systems owners and high-level business cases in one place. For larger organisations, this will be a beneficial way of maintaining oversight of who is managing AI systems and tools and what outcomes are being sought from AI across the organisation. This could generate shared learning and connection.
- Normalise your use of AI. Creating a single source of information will support shared understanding and awareness of AI across your organisation. It will help staff understand where and why AI systems are being used as well as the processes in place to manage risks. This will help to reduce fear, misinformation and ‘shadow’ AI use.
An AI register is about transparency and documentation. It should not replace more in‑depth governance activities such as impact assessments and risk management.