AI System Register for the EU AI Act
The EU AI Act requires organisations to know which AI systems they deploy and what risk class they fall into. ComplianceHive helps you build and maintain an AI system register — the foundation of demonstrable AI compliance.
Free to start, no credit card required.
What is an AI system register?
An AI system register is a structured record of every AI tool and system your organisation uses. Just as a GDPR processing register tracks which personal data you process and why, an AI register tracks which AI you deploy, what it does, and what risks it carries.
The EU AI Act does not use that exact term, but the obligation is real: deployers of AI systems must be able to demonstrate which systems they use, what risk class they fall into, and what measures are in place. That requires a register.
For high-risk AI systems (such as AI in recruitment, credit decisions, or safety processes), documentation obligations are extensive. For limited-risk systems like chatbots, transparency requirements apply. For minimal-risk systems like spam filters, little extra is required — but you must be able to show you made that assessment. Read our explainer on EU AI Act risk classification.
Why build your AI register now?
The EU AI Act is not a future law. The first obligations are already in force. Prohibited AI practices have applied since February 2025. Obligations for providers of general-purpose AI models and high-risk AI systems apply from August 2025. Enforcement follows.
At the same time, clients and partners are increasingly asking about AI governance. Just as GDPR questionnaires became standard practice five years ago, AI governance questions are becoming standard now. An AI register is the foundation of your answer.
Practically: the longer you wait, the more AI tools you will need to inventory retroactively. Start with what you have. An incomplete register you actively maintain is more valuable than a perfect spreadsheet that never gets filled in. See our step-by-step guide on building an AI inventory.
What goes in a good AI system register?
For each AI system, record at minimum:
- Name and description — what does the system do, what is its purpose?
- Vendor — who supplies the system, what contractual terms are in place?
- Risk class — minimal, limited, or high risk under the EU AI Act?
- Usage context — which team, which processes, which decisions does it support?
- Measures taken — human oversight, policy agreements, logging?
- Internal owner — who is responsible for this system within the organisation?
- Date of last review — when was the risk classification last validated?
For high-risk systems, add technical documentation from the vendor, usage logs, and a description of the human oversight process.
How ComplianceHive supports your AI register
ComplianceHive is built for exactly this kind of register: structured overviews you can keep current, with version history and clear ownership. For your AI register, that means:
Register all AI tools
Add each AI system with the relevant fields. Assign a risk class, link the vendor, and set a review date. Everything in one overview — no scattered spreadsheets.
Link to vendor management
AI vendors can be linked directly to your vendor inventory. Contractual terms, data processing agreements, and risk categorisation are in one place — covering both GDPR and the AI Act.
Combine with your GDPR processing register
AI tools that process personal data belong in your GDPR processing register too. ComplianceHive maintains both in the same platform — no duplicate work.
Audit evidence in one click
When a client, partner, or regulator asks for your AI policy and register, export it directly. Version history shows who recorded what and when.
Frequently asked questions about AI system registers
- What is an AI system register?
- An AI system register (also called an AI inventory or AI register) is a structured overview of all AI systems and tools your organisation uses. For each system, you record what it does, who the vendor is, what risk class it falls into under the EU AI Act, and what measures you have in place. It is the foundation of demonstrable AI compliance.
- Am I required to maintain an AI register?
- The EU AI Act requires deployers of high-risk AI systems to maintain detailed documentation and usage logs. Transparency obligations apply to limited-risk systems like chatbots. In practice, an AI inventory is the starting point for compliance for any business using AI — even if you have no high-risk systems, you need to be able to demonstrate that assessment.
- What goes into an AI system register?
- For each AI system, record at minimum: name and description, vendor, purpose and usage context, risk class (minimal / limited / high), measures taken, internal owner, and date of last review. For high-risk systems, additional requirements apply: technical documentation from the vendor, usage logs, and a description of the human oversight process.
- How does an AI register relate to a GDPR processing register?
- They overlap. Many AI tools process personal data, so they belong in your GDPR processing register too. But an AI register goes further: it includes AI tools that do not process personal data, and requires risk classification specific to AI risks. ComplianceHive helps you maintain both registers side by side.
- How do I start building an AI system register?
- Start with an inventory: which AI tools are in use, by which department? Ask IT, but also marketing, HR, and finance — shadow AI is everywhere. Then assign a risk class to each tool. Then check vendor documentation. ComplianceHive helps you structure that process and keep the result up to date.