An AI tool register enables businesses to make their use of AI visible and manageable.

This is particularly important if employees already use ChatGPT, Microsoft Copilot, Gemini, Claude, Midjourney, Notion AI, translation tools, meeting assistants or small automations.

AI is already part of day to day work in many businesses, yet they still lack a clear overview. A register provides precisely that transparency.

What an AI tool register is

At its core, an AI tool register is a structured internal list or web application for AI tools. It records all relevant AI applications.

  • Name of the tool
  • Provider
  • Purpose of use
  • Department
  • Owner
  • User group
  • Data types
  • Risk
  • Approval status
  • Usage rules
  • Contract or licence
  • Data protection review
  • Security review
  • Last review
  • Alternative tools

The register can begin as a simple spreadsheet. As usage grows, a web app becomes more useful. Tools can then be submitted for approval, reviewed, approved, categorised and monitored regularly.

Why businesses need an AI tool register

Many businesses do not use AI officially, yet their employees still use it. The critical issue is not the use of AI itself but the lack of visibility.

  • Write copy with ChatGPT
  • Revise E-mails
  • Translate documents
  • Summarise meetings
  • Create images
  • Analyse spreadsheets
  • Use browser extensions
  • Test Copilot features
  • Upload content to external tools
  • Automate small tasks

If nobody knows which tools are in use, nobody can review the data entered, identify which tools are approved, assess the risks or determine which contracts and usage rules apply.

An AI tool register is therefore not a bureaucratic exercise. It is the foundation for governed AI use.

What shadow AI means

Shadow AI means employees using AI tools without the knowledge of IT, data protection officers, management or the relevant owners.

This often happens for practical reasons. A tool is quickly available. A team wants to save time. A browser plugin promises better productivity. There is no official process.

Shadow AI does not usually arise from malicious intent, but the risk remains real.

  • Confidential information ends up in external tools
  • Customer data gets into the wrong systems
  • Copyright questions remain unresolved
  • Results are accepted without checking
  • Duplicate payments for tools
  • Nobody knows what data flows where
  • There is no clear ownership

An AI tool register makes shadow AI visible without prohibiting AI across the board.

When an AI tool register makes sense

An AI tool register becomes useful as soon as AI tools are used regularly within the business.

  • Employees use ChatGPT or similar tools
  • Microsoft Copilot or Google Gemini is being introduced
  • Departments test their own AI tools
  • There is no clear list of approved tools
  • Clients or partners ask about the use of AI
  • Data protection or IT security review required
  • Management wants to know which AI tools are in use
  • There is uncertainty about permitted data
  • Teams use different tools for similar tasks
  • AI tools should be governed without being blocked completely

Which businesses benefit from an AI tool register

Large corporations are not the only organisations that benefit from an AI tool register. It is also valuable for small and medium businesses that use AI tools regularly.

  • Agencies
  • Consultancies
  • Software companies
  • IT service providers
  • Marketing teams
  • Online retailers
  • HR teams
  • SaaS providers
  • B2B service providers
  • Media companies
  • Businesses handling client data
  • Businesses with internal knowledge bases
  • Businesses using Microsoft 365 or Google Workspace

Business size is not the deciding factor. What matters is whether AI tools come into contact with business data.

AI tool register, AI policy or IT security dashboard

AI Policy

An AI policy describes rules. It says which data may be entered into AI tools, which tools are permitted, which results must be checked and which use is prohibited.

AI tool register

The AI tool register shows which tools are in use and how they have been assessed. The policy sets the rules. The register makes their implementation visible.

IT security dashboard

An IT security dashboard has a broader scope. It can show backups, accounts and access rights, devices, risks, recovery tests, offboarding, security controls and AI tools.

An AI tool register can be a useful part of an IT security dashboard. If AI use is a significant topic in its own right, it should be recorded separately and systematically.

What information belongs in a register

Tool name and provider

Recording the tool name and provider is only the beginning. Browser extensions and smaller tools must not be overlooked.

  • ChatGPT
  • Microsoft Copilot
  • Google Gemini
  • Claude
  • Midjourney
  • Notion AI
  • Grammarly
  • DeepL Write
  • Fireflies
  • Canva AI
  • Zapier AI
  • Proprietary internal AI solution

Purpose of use

The purpose is more important than the tool name. A tool can be harmless or risky depending on what it is used for.

  • Draft copy
  • Revise E-mails
  • Summarise documents
  • Coding assistance
  • Meeting notes
  • Image generation
  • Research
  • Translation
  • Customer support
  • Data analysis
  • HR screening
  • Automation
  • Internal knowledge search

Department and owners

The register should show who uses each tool and who owns it. Without clear ownership, the register soon becomes an outdated list.

  • Marketing
  • Sales
  • IT
  • HR
  • Support
  • Accounting
  • Management
  • Product team
  • Project management
  • Customer service
  • External service providers

Status

Clearly defined statuses help employees understand which tools they are permitted to use.

  • Requested
  • Under review
  • Approved
  • Approved with restrictions
  • Pilot phase
  • Rejected
  • Forbidden
  • Replaced
  • No longer used

Data types

Often, the most important question is which data may be entered into a tool.

  • Public information
  • Internal general information
  • Confidential business data
  • Customer data
  • Personal data
  • Financial data
  • Contract data
  • Source code
  • Health data
  • Applicant data
  • Product data
  • Strategic information

A register should state not only whether a tool is permitted, but also which purposes are permitted.

Risk class

A simple risk category helps with prioritisation. Not every AI tool carries the same level of risk.

  • Low
  • Medium
  • High
  • Critical

Approval rules

The register should contain clear usage guidance. This guidance must be concise and easy to understand.

  • Use only with anonymised data
  • Do not enter customer data
  • Do not upload confidential documents
  • Use the enterprise version only
  • Only for internal drafts
  • Results must be checked
  • Do not use for automated decisions
  • Use permitted only after training
  • Use restricted to specified roles

Contract status and review date

It should be visible whether a tool is officially licensed, whether a contract has been reviewed and when the next review is due.

  • Free tool
  • Single licence
  • Team licence
  • Enterprise contract
  • DPA in place
  • No contract
  • Contract under review
  • Licence expires

Which features a web app needs

Tool overview

The overview shows all AI tools and can be filtered by status, department, risk category, provider, data category, owner and review date.

Tool detail page

Each tool needs a detailed view covering its description, purpose, user groups, data types, status, risk, approval rules, documents, reviews and notes.

Tool request

Employees should be able to request new tools. Providing an official route prevents unofficial processes from emerging.

  • Which tool do you want to use
  • What do you want to use it for
  • Which data should be processed
  • Who should use it
  • Is there an alternative
  • Is it urgent
  • Is there already a contract
  • Is there a provider website or documentation

Approval workflow

It should be possible to review new tools. The workflow does not need to be complicated, but it should be visible.

  • Request received
  • IT review
  • Data protection review
  • Expert review
  • Approval with restrictions
  • Rejection
  • Pilot phase
  • Regular review

Roles and access rights

Not everyone should be able to edit everything. This is where an access management overview is useful if tool access, administrator access rights and reviews also need to remain visible.

  • Employees
  • Department lead
  • IT
  • Data protection
  • Management
  • Admin
  • Auditor

Documents and supporting evidence

Each tool can include a contract, data processing agreement, security information, data protection review, approval record, internal usage rules, training materials and provider information.

Review reminders

An AI tool register should prompt regular reviews so that it does not become outdated after a few months.

  • Tool must be reviewed in 30 days
  • Contract expires
  • Pilot phase ends
  • Risk class must be confirmed
  • Usage rules need to be updated

Dashboard

A simple dashboard shows whether AI use is governed or chaotic.

  • Number of approved tools
  • Tools under review
  • Tools with a high risk class
  • Tools without owners
  • Tools due for review
  • Tools with personal data
  • Tools without contract status
  • Rejected tools

AI tool register as part of AI governance

An AI tool register is a practical element of AI governance. Without a register, AI governance can quickly remain theoretical.

  • Which AI tools do we use
  • Who uses them
  • What do we use them for
  • What data is entered
  • What results are produced
  • Who reviews its use
  • Which rules apply
  • When will we review it again

AI tool register and AI Act

The EU AI Act affects companies differently depending on their role, use and risk category. An AI tool register helps maintain oversight.

  • Purpose of use
  • Company role
  • Data types
  • Risk assessment
  • User groups
  • Responsibilities
  • Training requirements
  • Documentation
  • Changes over time

The register does not replace a legal review. It does, however, provide the basis specialists need to assess what is happening within the company.

AI tool register and data protection

AI tools may process personal data. It is therefore important to assess carefully which data is entered, where it is processed and whether a data processing agreement is required.

A Data Protection Request Portal is a different tool, but it can complement the process when data subject requests, evidence, deadlines and internal data protection processes need to be handled systematically.

This is not legal advice. Where personal data, sensitive data or automated decisions are involved, an additional expert or legal review should be carried out.

AI tool register and IT security

Security matters alongside data protection. A register makes risks visible but does not replace technical security measures.

  • Unknown providers
  • Browser extensions with access to content
  • Uploads of confidential files
  • Integration with E-mail or cloud storage
  • Missing access control
  • Personal accounts instead of company accounts
  • No central administration
  • No deletion control
  • No logging
  • Unclear contractual situation

AI tool register and cost control

Many teams subscribe to tools separately. The register shows which tools are actually used and which could be replaced or consolidated.

  • Duplicate licences
  • Unclear subscriptions
  • Unused tools
  • Different tools for the same purpose
  • No central overview of contracts
  • Weak negotiating position

How an AI tool register is built

Record existing tools

Begin by recording the AI tools already in use. This includes not only officially purchased tools but also free tools, browser extensions, trial accounts and individual team solutions.

  • Employee survey
  • IT overview
  • Browser extensions
  • Expenses and invoices
  • Microsoft 365 or Google Workspace
  • Project tools
  • Marketing tools
  • Support tools
  • Developer tools

Clarify purposes and data types

For each tool, record its purpose, the department using it, the data entered and whether clients, employees or confidential information are involved.

Assign status

Each tool is then assigned a status. It should be clear to employees.

  • Approved
  • Approved with restrictions
  • Under review
  • Not approved
  • Forbidden
  • Pilot
  • Archived

Assign owners

Each tool needs an owner. Without one, nobody will check whether the tool is still needed, whether its rules remain current or whether its risks have changed.

Define usage rules

Each approved tool should include concise and clear guidance.

  • Allowed for internal text drafts
  • Do not enter customer data
  • Do not upload confidential documents
  • Use only through a company account
  • Review results for accuracy
  • Do not use for HR decisions
  • Do not use for legal advice
  • Use only for anonymised content

Introduce a review process

AI tools change. The register should therefore be reviewed regularly and more frequently for higher risk tools.

  • Is the tool still in use
  • Has the provider changed
  • Have the features changed
  • Are new types of data involved
  • Are there better alternatives
  • Is the approval still appropriate
  • Are the costs still justified

Inform employees

A register offers little value if nobody knows about it. Employees should know where approved tools are listed, how to request approval for new tools and whom to ask when they are unsure.

What affects the scope of work

The work involved in an AI tool register depends on its scope. A simple initial version can start small and be expanded later.

  • Number of tools
  • Number of departments
  • Roles and access rights
  • Request process
  • Approval workflow
  • Risk classes
  • Documents and supporting evidence
  • Review reminders
  • Dashboard
  • Integration with Microsoft 365 or other systems
  • Admin area
  • Multiple languages
  • Data protection requirements
  • Security requirements
  • Scope for future expansion

Common mistakes

Record official tools only

The greatest risk often lies with tools that have not been officially introduced. Shadow AI must become visible.

Collect tool names only

A list of tool names is not enough. The purpose, data categories, status, risk and owner are what matter.

Start too complicated

If the process is too burdensome, teams will not register new tools. A simple starting point with clear fields is better.

No rules recorded for each tool

Simply stating that AI is permitted or prohibited is too broad. Employees need specific guidance for each tool and type of use.

No review date

AI tools change rapidly. Without regular reviews, the register becomes outdated.

Not assigning owners

Without an owner, nobody is accountable.

Focus on control without enabling use

If a register feels purely like a control mechanism, employees will continue to use tools covertly. A clear process for approved use is better.

When an AI tool register is not enough

An AI tool register is an important first step. Further measures may also be necessary.

  • AI Policy
  • Employee training
  • Data protection review
  • IT security review
  • Contract review
  • Access Management
  • Monitoring
  • Approval workflow
  • Incident management process
  • Technical blocks or restrictions
  • Enterprise licences

When an employee leaves, it should also be clear which AI tools and accounts need to be removed. An Employee Offboarding Checklist helps ensure that accounts, devices, evidence and tool ownership are handled systematically.

Examples of entries in the AI tool register

ChatGPT

Purpose: copy drafts, ideas, summaries and internal structuring. Status: approved with restrictions. Rules: do not enter client data or confidential documents, review the results and use a company account where available.

Microsoft Copilot

Purpose: assistance in Microsoft 365, summaries, documents, E-mails and meetings. Status: under review or approved subject to internal rules. Rules: review access rights, do not use unredacted sensitive data, and require training.

Midjourney or AI image generation

Purpose: image concepts, concept visualisation and marketing drafts. Status: approved with restrictions. Rules: do not upload protected client designs, review usage rights and do not enter confidential image data.

Meeting assistant

Purpose: transcription and summaries of meetings. Status: under review. Rules: inform participants, do not record sensitive discussions without approval, and review storage and access rights.

Proprietary internal AI tool

Purpose: internal knowledge search or support assistance. Status: approved. Rules: use internal data sources only, restrict access according to role, review responses and conduct regular reviews.

FAQ

What is an AI tool register?

The register is an internal overview of AI tools that are used, tested, approved or prohibited within the company. It records their purpose, data categories, risk, status and owner.

Why does a business need an AI tool register?

Many AI tools are used in day to day work without businesses having a clear overview. A register makes usage, risks, costs and approvals visible.

What is Shadow AI?

Shadow AI means employees using AI tools without the knowledge or approval of IT, data protection officers or management.

What information belongs in an AI tool register?

Key information includes the tool name, provider, purpose, department, owner, data types, risk class, status, usage rules, contract status and review date.

Is an Excel list enough?

A spreadsheet may be sufficient at first. When several teams, approvals, reviews and documents are involved, a web app or internal register is more appropriate.

Is an AI tool register required under the AI Act?

This depends on the role, use and risk category. A register is, however, a practical basis for reviewing, documenting and governing AI use.

Who should maintain an AI tool register?

IT, data protection, management and specialist departments typically work together. It is important that every tool has an owner.

Can an AI tool register be connected to an approval process?

Yes. New tools can be requested, reviewed, approved, restricted or rejected. This is often more useful than maintaining a list alone.

What is the most important consideration when planning?

What matters is not the tool name, but the context in which it is used. An AI tool must be assessed by purpose, data categories, risk and ownership.

Conclusion

An AI tool register makes a business's use of AI visible and manageable. It shows which AI tools are in use, what they are used for, which data they affect and which rules apply.

This matters because AI tools are introduced rapidly in day to day operations, often faster than IT, data protection officers or management can respond.

It is not about control for its own sake, but about clarity. Which tools do we use? Which are approved? Which are risky? Which data may be processed? Who is responsible? Which tools need to be reviewed?

Answering these questions clearly allows the use of AI to be organised rather than prohibited.