# AI inventory: use case, ownership and evidence

Original T-NEX working aid. Version: 11 September 2026. Edit locally; no information is transmitted to T-NEX.

This template records one use case. Copy the record for additional use cases and connect shared systems by identifiers. No classification or approval is preselected. This internal inventory is not the EU database and does not replace any required registration.

| ID | Use case | System ID | Owner | Status | Next review |
| --- | --- | --- | --- | --- | --- |
| [ ] | [ ] | [ ] | [ ] | open | [ ] |

## 1. Identity and purpose

| Field | Guidance | Entry / evidence |
| --- | --- | --- |
| Use-case ID | Stable identifier, including after renaming. | [ ] |
| Name and business process | Actual task and its position in the workflow. | [ ] |
| Intended purpose | What output is used by whom and for which task? | [ ] |
| Excluded use | What is outside this approval? | [ ] |

## 2. System, model and supply chain

| Field | Guidance | Entry / evidence |
| --- | --- | --- |
| Application / system version | Product and actual configuration. | [ ] |
| Model / version | Model identifier or documented limits of version visibility. | [ ] |
| System provider / model provider | Distinguish actual contracting parties and technical supply chain. | [ ] |
| Own role / rationale | Deployer, provider or other relevant role; consider development and modifications. | [ ] |
| Operating locations / access | Reference data-flow or architecture evidence, including support. | [ ] |

## 3. Data and people

| Field | Guidance | Entry / evidence |
| --- | --- | --- |
| Inputs / sources | Data categories, origin, approval status and access boundaries. | [ ] |
| Affected people | For example staff, customers or applicants; do not list individuals in the inventory. | [ ] |
| Outputs / recipients | Who sees or uses the result? | [ ] |
| Privacy context | Reference the recorded assessment, ROPA/DPIA where relevant; do not preselect a lawful basis. | [ ] |

## 4. Classification and evidence

| Field | Guidance | Entry / evidence |
| --- | --- | --- |
| Legal version / reviewer / date | Specific legal version and source. | [ ] |
| Prohibited practices checked | Outcome and reasons; open remains open. | [ ] |
| High risk / transparency / other duties | Separate rationale for each applicable rule. | [ ] |
| Human oversight | Role, authority to intervene, competence and deputy. | [ ] |
| Business tests | Cases, expected result, actual result and unresolved defects. | [ ] |
| Other impact assessments | Fundamental-rights/privacy assessment where applicable; reference and status. | [ ] |

## 5. Approval and maintenance

| Field | Guidance | Entry / evidence |
| --- | --- | --- |
| Business owner / operations | Responsible role and internal contact for each. | [ ] |
| Status | Identified / under review / pilot / approved / suspended / retired. | [ ] |
| Approval / conditions | Authority, date, permitted scope and conditions. | [ ] |
| Review date / change triggers | Date and changes to purpose, model, data or interfaces. | [ ] |
| Escalation / stop procedure | Who to notify and who can suspend use? | [ ] |

## Change log

| Date | Change | Impact | Reviewer | Follow-up decision |
| --- | --- | --- | --- | --- |
| [ ] | [ ] | [ ] | [ ] | [ ] |

An internal policy assistant and a system used for personal credit decisions must not inherit the same classification merely because they share a model. The record documents the decision; it does not make it automatically. Check legal versions and application dates when assessing the actual use.


## Sources and context

- [AI Act: konsolidierte Fassung vom 27.07.2026](https://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:02024R1689-20260727)
- [Europäische Kommission, AI Act Service Desk: Artikel 26, Betreiberpflichten bei Hochrisiko-KI](https://ai-act-service-desk.ec.europa.eu/en/ai-act/article-26)
- [BaFin: MaRisk, Rundschreiben 06/2026 (BA), 30.06.2026, amtlicher Volltext bei der Bundesbank](https://www.bundesbank.de/resource/blob/825336/866a68577eb35afee82fbe60c39a4f87/472B63F073F071307366337C94F8C870/2026-06-30-rundschreiben-data.pdf)