Centralized AI Inventory
You can't govern AI you don't know exists.
Most organizations have dozens of AI systems in production that never went through a governance review — vendor tools with AI quietly embedded, internal tools built outside formal approval, models approved once and never tracked again. Trustible gives you a structured, continuously maintained inventory of every AI use case, model, agent, and vendor, with ownership, risk status, and lifecycle state that stays current as adoption grows.
By the numbers
100%
audit-ready use cases with documented ownership and governance history
4×
more use cases approved when inventory-driven governance replaces ad hoc tracking
1
structured record per AI system — connecting intake, risk, compliance, and reporting
The problem
What you can't see, you can't govern
AI is entering your organization faster than anyone is tracking it. These are the blind spots a stale spreadsheet leaves open.
You don't have a complete picture of the AI in your organization
Business units deploy embedded-AI vendor tools, build on foundation models, and subscribe to AI SaaS — none coordinated, most undocumented.
Your inventory, if it exists at all, is a stale quarterly spreadsheet
It doesn't capture ownership, risk status, or whether anyone has actually reviewed these systems.
You can't tell a regulator what's in production, who owns it, or if it's assessed
Under the EU AI Act's high-risk provisions, not knowing is not a defensible position.
When an incident or vendor disclosure hits, you can't identify affected systems
Tracing exposure takes manual effort across teams that don't share a common record.
Ownership is unclear
Ask who's responsible for a given AI system and you get three different answers — or none. Reviews don't happen and no one notices.
You're duplicating AI tools across departments without realizing it
Different teams procure the same vendor capabilities separately, with no coordination and no view of combined risk.
How it works
Here's how Trustible gives you the full picture.
Four capabilities turn scattered, undocumented AI into a single living record — registry, ownership, lifecycle, and reporting that stays current as adoption grows.
Capability 1
Unified AI system registry
Trustible maintains three interconnected inventory types — Use Cases (every AI initiative and deployment), Models (cards documenting specs, origin, and limitations), and Vendors (third-party providers evaluated across five governance categories) — all linked so the full picture of what powers each AI system lives in one record.
- Three linked inventory types: use cases, models, vendors
- Model cards and vendor profiles connected to every use case
- Records generated automatically as use cases move through intake
Why this matters: One record per AI system, connecting use case context, model documentation, vendor risk, and framework mapping — generated automatically through intake.
AI system · Loan adjudication assistant
Use caseLive
Model
VendorOpenAI · assessed
FrameworkEU AI Act · High-risk
3 linked record types
Use case, model, and vendor stitched into one view.
Auto-generated
New intake submissions create records with no extra step.
Capability 2
Metadata and ownership tracking
Every record captures the governance-relevant metadata oversight depends on: business owner, technical lead, governance lead, responsible department, user type, data types processed, affected populations, and deployment context. Ownership is explicit and tracked — and when it changes, the record updates, with full history queryable.
- Business owner, technical lead, governance lead, department
- Data types, affected populations, and deployment context captured
- Field-level change logging — full ownership history queryable
Why this matters: Every AI system has named owners with documented accountability — no more "we don't know who's responsible for that one."
Ownership · Loan adjudication assistant
Business owner
Technical lead
Governance lead
Data processedCustomer PII
Named accountability
Three roles assigned to every system, not assumed.
Change-logged
Who owned what, and when — always queryable.
Capability 3
Lifecycle state management
Trustible tracks each use case from Proposed through In Development, In Pilot, Live, and Retired, with review status and scheduled reassessment dates maintained throughout. Substantial modifications trigger re-governance automatically, and nothing slips out of the inventory by going quiet — overdue reviews are surfaced and routed back to owners.
- Proposed → In Development → In Pilot → Live → Retired
- Substantial modifications trigger re-governance automatically
- Overdue reviews surfaced automatically and routed to owners
Why this matters: Full lifecycle coverage — every AI system documented from first submission through decommission, with governance activity recorded at each stage.
Lifecycle · Loan adjudication assistant
Proposed
In development → In pilot
LiveCurrent
Next reviewDue in 12d
5 lifecycle states
Tracked from proposal through decommission.
No silent drift
Overdue reviews routed back automatically.
Capability 4
Regulatory reporting from inventory data
Because inventory records connect to risk assessments, framework mappings, and governance decisions, Trustible generates regulatory reporting directly from activity that actually happened — EU AI Act classifications, NIST AI RMF alignment, ISO 42001 documentation, and framework readiness across the portfolio. There's no separate documentation project when a regulator asks.
- EU AI Act, NIST, and ISO 42001 readiness from real activity
- No separate documentation project at audit time
- Exportable inventory and compliance reports on demand
Why this matters: A financial institution reduced regulatory documentation prep from 12 hours to 2, with exportable inventory and compliance reports available on demand.
Framework readiness · portfolioExportable
EU AI Act87% ready
NIST AI RMF91% ready
ISO 4200178% ready
Documentation prep
Reporting from data
Evidence built from governance activity, not assembled.
On-demand export
Inventory and compliance reports in one action.
See Trustible turn a pile of undocumented AI into a single, owned, audit-ready inventory in a live walkthrough.
Category definition
What is an AI inventory?
Defining the discipline
An AI inventory is a structured, continuously maintained record of every AI system an organization develops, deploys, or purchases — including custom-built models, embedded vendor AI, and AI-powered SaaS tools. It captures the governance-relevant attributes of each system: business purpose, data use, affected populations, ownership, risk classification, and current lifecycle state.
An AI inventory is distinct from a software asset registry or IT configuration management database because it captures meaning and context, not just technical existence — specifically the information governance teams, risk functions, and regulators need to assess whether AI is being overseen appropriately.
Gartner identifies AI inventory and cataloging as a mandatory feature of AI governance platforms, because effective risk assessment, compliance reporting, and incident response all depend on knowing what AI exists and what it does.
90-day rollout
From blind spots to a board-ready portfolio in 90 days
A staged path from a baseline record of what you have to a self-maintaining inventory leadership can stand behind.
Days 1–30
Establish the baseline
Known systems recorded100%
Owners assignedEach
Known gaps identifiedCategorized
Stand up the AI Inventory and populate records for all known use cases, models, and vendors using templates and the AI-assisted generator. Assign owners and surface gaps.
100% of known systems recorded & owned
Days 31–60
Connect inventory to governance
Intake → auto-recordOn
Records risk-scoredLinked
EU AI Act classifiedPriority set
New use cases create inventory records automatically at intake. Link records to risk assessments and apply EU AI Act classifications and framework mappings to priority systems.
Zero new systems added via spreadsheet
Days 61–90
Operationalize and expand
Vendor AI coveredAdded
Periodic reviewsScheduled
Portfolio dashboardLive
Expand to vendor and embedded AI using pre-populated profiles. Configure periodic reviews by risk level and deliver an executive view of the full portfolio.
"What AI do we have?" answered from one dashboard
Common questions
What buyers ask about AI inventory
How is this different from a software asset registry or CMDB?
A registry or CMDB tracks technical existence — what's installed, what version, what license. Trustible's AI Inventory tracks governance relevance: who owns the system from a risk standpoint, what data it processes and who it affects, whether it's been risk-assessed, whether it's high-risk under the EU AI Act, when it was last reviewed, and its compliance posture. A CMDB answers "what is deployed." Trustible answers "what is governed, and what isn't."
Can Trustible inventory vendor AI and embedded third-party tools?
Yes — both. The Vendor inventory type captures third-party providers with structured profiles covering governance maturity, cybersecurity, data privacy, legal compliance, and transparency, and Trustible maintains a library of pre-populated profiles for common vendors. AI embedded in SaaS is captured as use cases linked to their vendor record, making the full dependency chain visible in one governance record.
How do we handle AI deployed before we had a governance process?
This is the most common starting point. Trustible's AI-assisted generator creates records from free-text descriptions or uploaded documents, pulling structured field values from existing documentation rather than blank forms. Pre-built templates accelerate the first pass. The goal in 30 days is a baseline record for every known system — even if sparse — then filling in context as structured reviews happen.
How does the inventory stay current as we deploy new AI?
Two mechanisms. First, new intake submissions automatically create inventory records, so anything going through governance is captured without a separate step. Second, overdue reviews are identified daily by an automated job — use cases past their review date are flagged, owners notified, and a review workflow created automatically. The inventory doesn't depend on anyone remembering to update a spreadsheet.
What comes next
Related solutions
The inventory is the foundation. Here's what fills it and what it powers.
Solution
Accelerate AI Intake
The intake process that populates the inventory — every submission creates a structured record automatically, so the inventory grows with your AI adoption.
Explore
Solution
AI Risk and Impact Management
Inventory records are the foundation for risk assessment — connecting each system to its risk scores, mitigation tracking, and evidence of governance decisions.
Explore
Solution
Continuous AI Monitoring
Once a system is in the inventory and approved, structured oversight keeps it current — periodic reviews, attestations, and change tracking.
Explore
See it in your environment
Know what AI you have. Govern what you know.
Trustible gives every AI system a structured record with documented ownership, risk status, and governance history.
Live in 30 days
No MLOps required
Expert team included
SOC 2 certified