Version: 1.0
📝 How to Use This AI Tool Register
The EU AI Act requires every business — even small ones — to keep basic documentation of how AI is used. Don’t worry: this isn’t a 200-page compliance manual. For most SMEs, it’s as simple as keeping a one-page table that shows:
- What tools you use
- Why you use them
- Who’s responsible
- How you keep oversight and transparency
The following columns are designed to cover exactly what the law expects, in the simplest possible way. Read below what each column is about, fill them in for each AI tool your team uses and review them once in a while. That’s already enough to meet the basic documentation duty.
1. Tool
2. Provider
3. Business Use
4. Risk Category
5. Role/Owner
6. Human Oversight Rule
7. Transparency Note
8. Data Notes
9. Logs/Documentation
10. Last Review
✅ In short
The AI Tool Register is your SME-sized way of showing:
- We know why we use it.
- We know what we use.
- We have oversight, transparency, and documentation in place.
Tool | Provider | Business Use | Risk Category | Role/Owner | Human Oversight Rule | Transparency Note | Data Notes | Logs/Documentation | Last Review |
|---|---|---|---|---|---|---|---|---|---|
ChatGPT | OpenAI | Drafting notes, blog posts, idea generation | Limited Risk ⚠️ | Marketing Lead | Human reviews all outputs before publishing | Internal use only, no disclosure needed | No personal data, no contracts | Notion log, reviewed quarterly | February 1, 2025 |
Copilot | Microsoft | Email drafting, coding suggestions | Limited Risk ⚠️ | IT Manager | All outputs reviewed before sending | Customer-facing emails marked as drafted with AI | No sensitive data | Usage tracked via Microsoft admin dashboard | February 1, 2025 |
Custom HR Screening Tool | Vendor X | Pre-sorting job applications | High Risk 🟠 | HR Lead | Human reviews all shortlisted candidates | Applicants informed AI is used in screening | Structured CV data only, bias testing applied | Detailed logs kept for 6 months | February 1, 2025 |
ChatGPT | OpenAI | Drafting blog posts, summarising meeting notes, creating internal templates | Limited Risk | Marketing Lead | All outputs reviewed by staff before publishing or sharing | Internal use only; no external disclosure required | Internal use only; no external disclosure required | Entries logged in Notion AI Register, quarterly review | September 15, 2025 |
Copilot (Microsoft 365) | Microsoft | Drafting customer emails, generating Excel formulas, code snippets | Limited Risk ⚠️ | IT Manager | Drafts reviewed before sending externally; code tested before deployment | Customer-facing emails marked as AI-assisted | No sensitive customer data, no financial records | Microsoft admin logs + AI Register | 2025-02-01 |
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