1. Define the first pass

Agree on the teams and activities you will cover. Include standalone AI tools, AI features inside existing software, and internally developed applications. Record what you know and what still needs confirmation.

2. Record the use case, not just the tool

The same tool can be used for several activities with different risks. Record the business purpose, the people using it, the information involved, and whether it is proposed, in a pilot, or in routine use.

For example, summarizing public research and drafting material from confidential client files should be distinguishable entries.

3. Assign someone who can answer questions

Name a business owner who understands why the use case exists and who can help resolve questions. Record the technical contact or provider separately when needed. An inventory maintained by a single person without input from owners will quickly become incomplete.

4. Separate discovery from approval

Finding a use case does not mean it is approved. Give each record a review status and record the person responsible for the next decision. Where information is missing, identify the question and the person who will resolve it.

5. Establish the update process

Agree on when a new tool, changed data source, expanded user group, or different business purpose should trigger an update. Review open items on a regular schedule appropriate to your organization.

What the worksheet captures

The workbook captures purpose, ownership, information handling, human oversight, safeguards, review decisions, and follow-up. It includes detailed field guidance, a fictional example, and 50 prepared records with dropdowns and review-date reminders.

Use it in a working session

Choose one team and complete a few records together. Confirm whether the fields help explain the use and assign follow-up. Improve the structure before asking the entire organization to adopt it.