From intake to scheduled review.
- RecordPurpose, tool, department
- ClassifyRole and risk class
- Requirementswhat applies here
- Risk and consequencesfor people and operations
- EvidenceDocuments and test results
- Decisionapprove, approve with conditions, reject
- Scheduled reviewafter 3 to 24 months
Every use of AI in one register.
Tools nobody reported (shadow AI) are recorded and classified as well.
| AI use | Type | Classification | Owner | Evidence | Status | Scheduled review |
|---|---|---|---|---|---|---|
| Sales writing assistant | Assistance | low risk | Head of sales | 9/9 | approved | Mar 2027 |
| Incoming goods inspection assistant | Agent | limited risk | Quality | 7/9 | approved with conditions | Dec 2026 |
| Technical documentation translation | Assistance | low risk | Technical writing | 9/9 | approved | Apr 2027 |
| Applicant screening | Tool | High risk, Annex III | Human resources | 3/9 | blocked | — |
| Reported browser extension | unknown | unknown | open | 0/9 | under review | — |
Five axes instead of a traffic light.
A traffic light can show green even when evidence is missing. Five separate axes show where something is missing.
Greenalthough evidence is missing
- Applicabilityclarified
- Implementationimplemented
- Effectivenessunknown
- Decisionapproved with conditions
- Operationoperational
The gap is in effectiveness.
Traceable for auditors.
Every change is recorded: who, when, on what basis. Every approval gets a date for scheduled review, after 3 to 24 months.
- QualityCase createdSubmitted by the department
- AI leadclassified: limited riskAnnex III checked
- Data protectionEvidence addedData protection impact assessment, short form
- Managementapproved with conditionsSignature
- SystemScheduled reviewscheduled
From the first request to decommissioning.
- Intake
- Introduce AI use
- Qualify shadow AI retrospectively
- Approve your own AI systems
- Operation
- Expand a use case
- Change and incident
- Document AI literacy
- Assessment
- Internal audit
- Management review
- End
- Decommissioning
Questions and answers.
01What is an AI management system (AIMS)?
An AI management system defines how a company selects, approves, operates and monitors AI. ISO/IEC 42001 describes the requirements. Our software implements them: registers, roles, approvals and evidence in one place.
02Does the system replace certification or legal advice?
No. It shows what applies, what is complete and what is missing. Only an accredited body can certify; your legal advisers handle individual legal questions.
03Where is the data stored?
Each company gets its own instance and database, hosted in the EU or in your environment. Sign-in uses your company account with single sign-on.
We will show you the system.
A 30-minute call, online, no obligation, using examples from your company.