# AI stack inventory

Blank worksheet from TheTechStack: https://www.thetechstack.com/guides/inventory-your-ai-stack

Start with one team. Make one record per tool and workflow configuration. Keep this file in your own workspace. Do not include credentials or sensitive records. Unknown is a valid answer: assign someone to resolve it.

## Scope

- Team and workflows covered:
- Inventory owner:
- Prepared on:
- Last reviewed:
- Inputs checked (team interviews, admin records, purchasing records):
- Known coverage gaps:

## Overview

| Record ID | Tool / AI feature | Workflow | Accountable owner | Status (trial / active / retiring / unknown) | Next action | Action owner | Review date |
| --- | --- | --- | --- | --- | --- | --- | --- |
| | | | | | | | |

## Tool and workflow record (copy for each distinct setup)

### Purpose and ownership

- Record ID:
- Product / AI feature and plan:
- Workspace / configuration identifier (non-sensitive):
- Workflow and expected outcome:
- Teams / users covered:
- Accountable business owner:
- Administrator / technical owner:
- Current status and evidence:

### Data, access, and actions

- Sources the tool can read:
- Data sensitivity / restrictions to confirm with the relevant owner:
- Identity used (individual permissions / service account / other / unknown):
- Permission scope and who confirmed it:
- Actions it can take (write, send, modify, delete, or none):
- Required approval and where it happens:
- Human reviewer / escalation owner:
- Connected systems and downstream dependencies:
- Retention / model-training settings checked, evidence, and unresolved questions:
- Person who can disable access and documented steps:
- Date configuration was checked:
- Evidence references (keep private references in your own workspace):
- Unknowns, assigned owner, and due date:

### Cost and use

- Billing owner:
- Billing period and currency:
- License cost (observed / estimated / unknown):
- Included in an existing subscription? Allocation assumptions:
- Usage charges (observed / estimated / unknown):
- Setup and maintenance effort (measured / estimated / unknown):
- Human review and correction effort (measured / estimated / unknown):
- Active use evidence and period (if available):
- Renewal / cancellation notice date and source:

### Overlap and exit

- Other record IDs supporting similar work:
- Differences in access, actions, quality, or reviewer effort to investigate:
- Evidence needed before consolidation:
- Workflows / integrations affected by removal:
- Export or retention needs and responsible owner:
- Proposed replacement / fallback process:
- Access revocation and retirement steps to verify:

### Decision record

- Next step (keep and review / investigate / compare alternatives / plan retirement):
- Reason and supporting evidence:
- Unresolved questions:
- Action owner and due date:
- Decision owner:
- Next review date:
- Change that should trigger an earlier review:

This record is an inventory and planning aid, not a security assessment, compliance certification, or approval to deploy. Review access and retirement decisions with the responsible owners.