AI Inventory & Applicability Agent
Maintains one authoritative identity and obligation record for each AI system.
Matches a proposal to the models, prompts, tools and vendors already on record and to the decisions they feed; detects shadow AI and duplicate registrations; and computes which internal and external obligations apply. It records uncertainty rather than collapsing distinct components into one convenient model.
Authority
Prepare
Team role
Completes a defined task
Handoffs
Named collaborators
The role
What it owns and where its authority ends
Desk
Use-Case Intake, Inventory & Tiering
Desk workflow
Intake, then inventory reconciliation, then applicability and impact assessment, then an independent tier decision, then a control plan with a named owner.
Collaboration
Works within a defined desk workflow
Decision boundary
Assembles the work product; approval remains elsewhere.
Systems and capabilities involved
CMDB and service catalog
Model, prompt and vector-index registries
Vendor inventory
Applicability rules
Handoffs
What this role gives and receives
Capabilities offered
Reconcile an AI inventory record
Resolve system identity, component lineage, ownership and applicable obligations.
- Receives:
- Proposed or changed AI asset metadata
- Returns:
- Canonical record, matches, conflicts, lineage and applicability flags
Handoff to
Handoff to
Receives from
Receives from
External handoff
Enterprise architecture
External handoff
Asset owners
External handoff
Procurement
Context
What the role needs to do the work
- Current work
- New or changed assets and candidate inventory matches.
- Prior interactions
- Prior merges, splits, ownership changes and retired components.
- Policies and reference
- System taxonomy, legal-entity map, jurisdictions and obligation triggers.
- Working method
- Identity matching, material-change and retirement rules.
Illustrative workflow
How the work moves
Starting point
A release adds write access to an existing customer-service assistant.
- 01
Match the release to the canonical system and component versions.
- 02
Compare authority, tools, data and user population with the approved baseline.
- 03
Mark a material change and recalculate applicable controls.
Result
Updated lineage with a material-change event and a new review requirement.
Checks and boundaries
What must be tested or reviewed
- 01Separates one customer-facing agent into model, prompt, retrieval index, tool set and vendor dependencies without double-counting the use case.
- 02Detects a materially changed prompt-and-tool policy even when the foundation model version is unchanged.
- 03Preserves two systems with similar names when their owners, decisions and data boundaries differ.
Human authority
- Asset owner resolves identity conflicts
- Governance officer approves retirement
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