Quick Summary
Overview: A register turns scattered AI activity into something visible. Without a register, leaders may not know which tools are being used, what data is entered or who is relying on AI output.
- A register creates visibility across approved and informal AI use.
- It should record purpose, owner, users, data and risk level.
- Registers support privacy, cyber security and accountability reviews.
- Practical next step: Create a simple register and ask every team to list the tools, data and decisions connected to AI use.
Photo by Luke Chesser on Unsplash. Used under the Unsplash License.
An AI use register is one of the simplest ways to make workplace AI visible. It records where AI is being used, why it is being used and who is responsible for it.
It affects employers, employees, risk teams and executives because visibility is the foundation for governance.
Readers will learn what an AI use register can record and how to keep it useful rather than bureaucratic.
Minimum useful fields
- System, vendor, version and accountable owner
- Purpose, users, affected people and decisions supported
- Data categories, locations, subprocessors and access
- Risk level, approval status and required human review
- Testing evidence, known limitations and prohibited uses
- Monitoring, incidents, complaints and next review date
A register is an inventory, not approval by itself. Link each entry to the impact assessment, vendor evidence, consultation record and incident history. Download the accessible starter template from the template library.
Without a register, leaders often discover AI use only after a problem appears.
A register turns hidden use into managed use
AI use can spread quietly through public tools, browser extensions, vendor products and features added to software people already use. A register gives the organisation a single place to understand that activity.
The register does not need to be complicated. It should be useful enough that managers can keep it current.
What to include
- Tool or system name.
- Business purpose and team owner.
- Users and affected people.
- Data entered, generated or stored.
- Risk rating and required controls.
- Review date and incident history.
Sources and currency
Jurisdiction: Australia. Currency: Sources checked 27 October 2026. Legislation is binding where it applies; regulator and government material is guidance unless stated otherwise. Standards and recommended governance practices are not legislation. Check the instrument, jurisdiction and facts that apply to you.
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A register fails when it becomes an annual spreadsheet no one updates. Link it to procurement, project approvals, policy reviews and staff reporting so new AI use is captured early.
Reviewing the register also helps leaders see where AI value is growing and where risks are repeating.
Frequently Asked Questions
What is an AI use register?
A record of AI tools, purposes, owners, users, data types, risk levels and review requirements.
Is a register only for large organisations?
No. Small workplaces can use a simple version to create visibility.
Should public AI tools be included?
Yes, especially where staff use them for workplace tasks.
How often should it be reviewed?
Review it when tools change, new teams adopt AI or incidents and concerns arise.
Key Facts
- A register creates visibility across approved and informal AI use.
- It should record purpose, owner, users, data and risk level.
- Registers support privacy, cyber security and accountability reviews.
- The register should connect to procurement and approval processes.
- Regular review keeps the register useful.
Useful Australian Resources
These links are provided for general education and context. They are not a substitute for advice about your organisation's circumstances.
- Guidance for AI adoption: foundations
- Guidance for AI adoption: implementation guidance
- Guidance for AI Adoption (voluntary)
In Short
An AI use register is one of the simplest ways to make workplace AI visible. It records where AI is being used, why it is being used and who is responsible for it.
Next step: Create a simple register and ask every team to list the tools, data and decisions connected to AI use.