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AI PromptsCategoriesAI Governance

🧰 Know Which AI Tools Are Actually in Use

Put a sensible process around how your organization uses AI, without stopping anyone getting work done. These prompts build the approval queue, the register of what is running, the log of what each tool actually did, and the policy an assistant checks submissions against. Written for the person who has been asked to own this and given no software to do it with.
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Know Which AI Tools Are Actually in Use

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I cannot answer the simple question of which AI tools we use. Build me a tool inventory. Keep one record per tool with its name, vendor, what it is used for, the business owner, the divisions using it, the categories of data it touches, whether that includes personal data, where the vendor processes data, the contract or subscription details and cost, the approval status, and the dates it was last reviewed and is next due. Record tools that are in use without approval honestly rather than leaving them out, because an inaccurate register is worse than none. Add an AI agent that reviews the inventory and tells me where several tools overlap in purpose, which tools touch sensitive data without a recorded review, which have not been reviewed within our policy period, and which represent the largest concentration of risk. Automate two things: a review reminder to each tool owner ahead of the due date, and a scheduled quarterly inventory report to leadership. Two logins: a tool owner who maintains their own entries, and a governance owner who approves and sees everything.

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01 / Spark - intelligence awakens

Know Which AI Tools Are Actually in Use

Register every AI tool in use with owner, data touched, approval status, and review dates, including unapproved tools.

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// the spark catches · intelligence awakens · the answer unfolds

Nearly every organization has more AI tools than it knows about. This is the register, and building it honestly is usually the most useful week of the whole program.

What's Included

  • One record per tool with owner, purpose, and data involved.
  • Approval status made explicit including tools in use without it.
  • Renewal and review dates so nothing runs unwatched for years.
  • An assistant that flags overlap and unreviewed tools.

How To Use

  1. Record what is actually in use, including the unapproved. Accuracy first.
  2. Capture what data each tool touches. That is the risk, not the tool.
  3. Name an owner per tool. Shared ownership means nobody reviews it.
  4. Review annually and after any significant change by the vendor.

Feed approvals from the governance office, and track spend with subscription costs.

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