5 Common Mistakes When Building Your AI System Inventory

Your AI system inventory is the foundation of EU AI Act compliance. Get it wrong, and everything built on top—classification, controls, evidence—will be flawed.

Here are the five most common mistakes we see, and how to avoid them.

Mistake #1: Only Counting "Obvious" AI

The problem: Organizations inventory chatbots and recommendation engines but miss AI embedded in other tools—spam filters, grammar checkers, scheduling optimizers.

The fix: Survey every department. Ask "what tools make predictions, recommendations, or automate decisions?" You'll be surprised what surfaces.

Mistake #2: Incomplete Vendor Documentation

The problem: Recording "We use Vendor X" without capturing which specific AI features, what data is processed, or what the vendor claims about compliance.

The fix: For each vendor-supplied AI:

• Get their AI documentation
• Understand which features use AI
• Document data flows
• Store their compliance statements

Mistake #3: No Clear Ownership

The problem: AI systems listed without named owners. When it's nobody's system, nobody manages compliance.

The fix: Every AI system needs:

• A primary owner (accountable)
• A backup owner (continuity)
• Clear escalation paths

Mistake #4: One-Time Exercise

The problem: Building an inventory once and never updating it. AI usage changes; your inventory becomes stale.

The fix:

• Review quarterly at minimum
• Trigger reviews when tools change
• Include inventory updates in procurement processes

Mistake #5: Missing the "Why"

The problem: Documenting what the AI does but not why it's used or what decisions it influences.

The fix: For each system, capture:

• Business purpose
• Decisions influenced
• Who is affected
• Why AI is used (vs. alternatives)

Build a Better Inventory

Klarvo's guided wizard ensures you capture everything needed—and reminds you to review. Start your inventory today.