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    8 min readUpdated 2025-01-26

    Adding Your First AI System

    Step-by-step walkthrough of adding an AI system to your inventory using the guided wizard.

    Adding Your First AI System

    This guide walks you through the complete process of adding an AI system to your Klarvo inventory.

    Before You Begin

    Gather the following information about your AI system:

  1. System Name & Description: What it's called internally
  2. Vendor/Provider Details: If it's a third-party tool
  3. Primary Owner: Who's responsible for this system
  4. Deployment Scope: Where and how it's used
  5. Affected Groups: Customers, employees, etc.

    6. Starting the Wizard

  6. Navigate to AI Systems in the sidebar
  7. Click the Add AI System button
  8. Select your assessment mode:

    9. #### Quick Capture Mode

    Best for: Initial inventory building, time-constrained situations

  9. Takes 2-4 minutes
  10. Captures essential information only
  11. Creates follow-up tasks for completion
  12. Classification may be marked "Needs Review"

    13. #### Full Assessment Mode

    Best for: Complete compliance documentation, high-priority systems

  13. Takes 10-20 minutes
  14. Comprehensive classification questionnaire
  15. Immediate risk level determination
  16. Generates full obligation checklist

    17. Wizard Steps Explained

    #### Step 1: Basic Information

    Enter the system name, internal reference ID, and a brief description. Select the wizard mode and assign initial ownership.

    #### Step 2: Vendor Information

    If using a third-party system, link or create the vendor record. Attach contract documentation and note any model providers (e.g., "OpenAI GPT-4").

    #### Step 3: Ownership & Oversight

    Assign the primary owner, backup owner, and oversight owner. These individuals are accountable for compliance.

    #### Step 4: Scope & Deployment

    Specify where the system operates (EU countries), which departments use it, and who is affected by its outputs.

    #### Step 5: Value Chain Role

    Determine your organization's role:

  17. Deployer: You use AI made by others
  18. Provider: You build/sell AI to others
  19. Both: You customize vendor AI significantly

    20. #### Step 6: AI Definition Test

    Answer questions to confirm this qualifies as an "AI system" under the Act's definition.

    #### Step 7: Use Case & Functionality

    Describe what the system does, what decisions it influences, and the level of human involvement.

    #### Step 8: Prohibited Practices Screening

    Critical safety check against Article 5 prohibited practices. Any "Yes" or "Unsure" flags require legal review.

    #### Step 9: High-Risk Screening

    Systematic check against Annex III categories (employment, education, credit, etc.) to identify high-risk candidates.

    After Completion

    Once you finish the wizard:

  20. Classification Memo: Auto-generated document with rationale
  21. Gap Checklist: Shows missing controls and evidence
  22. Task Plan: Auto-created tasks with owners and due dates
  23. Evidence Requests: Prompts for required documentation

    24. Tips for Success

    ✅ Be thorough: More detail now means less rework later
    ✅ Involve stakeholders: Loop in the actual system users
    ✅ Attach evidence early: Upload vendor docs during the wizard
    ✅ Set realistic dates: Default review is 90 days; adjust as needed