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Registering an AI system, and how to edit or change its owner and other details

To register an AI system, open the AI Systems page and click Register a system (or Add system). The form asks for a name, an owner, a purpose, and a lifecycle stage, and then asks you to classify the system's risk. When you save, the system joins your inventory and becomes the subject you run compliance work against.

Each field earns its place. The name identifies the system in reports and exports, so pick the name your organisation actually uses for it internally. The owner is the person accountable for the system's compliance record; they are who a reviewer will ask when something in the record needs explaining. The purpose is a short statement of what the system does and for whom. Under the EU AI Act, purpose matters more than technology: the same model can be low risk in one use and high risk in another, so write the purpose as the intended use, not as a description of the underlying model.

The lifecycle stage records whether the system is planned, in development, in production, or retired. Regulators care about this distinction. A system in production carries live obligations now; a planned system gives you time to build its record before deployment. Keeping the stage current also keeps your inventory honest, which is the point of having one.

Risk classification is the step that drives everything downstream. The classification you record determines which compliance modules the platform surfaces for the system and what an eventual evidence export is expected to contain. The platform guides the classification with structured questions, but it records your answer rather than deciding your legal position for you. If the classification is contested or unclear, record your current view, note the open question in the system record, and confirm the position with a qualified adviser.

Why maintain a formal inventory at all? Because an inventory is the starting condition for any credible AI governance programme. You cannot assess, document, or answer for systems you have not listed. An inventory also converts an abstract obligation into a bounded piece of work: once the list exists, the remaining effort is a known number of assessments rather than an open question.

You can register as many systems as your tier allows. Each system keeps its own module runs, attached documents, and audit trail, fully separated from its siblings. That separation is deliberate: when you later export a record for one system, it contains that system's history and nothing else, which is what an external reviewer wants to see.

A registered system is not locked. You can edit the name, owner, purpose, lifecycle stage, and classification later, and every edit is written to the audit trail with who changed what and when. If a system is decommissioned, set its stage to retired rather than deleting it; the record of a retired system is still part of your compliance history.

The practical habit that makes the feature work: register a system when it is planned, not when it ships. The earlier the record exists, the more of the system's life your audit trail covers.

To change the owner of an AI system — or edit any of its other details — open AI Systems, click the system you want, then click Edit. The edit form opens with the system's current values; set or change the Owner field to the person accountable for that system and click Save changes.

The same form is where you correct the name, purpose, description, vendor, modality, lifecycle stage, and the jurisdictions the system is deployed into. Edit is available on any system that has not been retired, including one still in draft.

Saving re-runs the classification modules immediately, so the register reflects the new details straight away. If something you changed affects the system's classification, the evidence locked under the previous record is marked superseded rather than left to silently disagree with the new one. Every edit is written to the audit log against the person who made it, which is why the change has to be made by a signed-in user rather than on their behalf.

You need a role that may write to the register — Admin or ASO. A Viewer or DPO role can read the system but the edit is refused, so if the Edit form will not save for you, your role is the first thing to check.

Two different things are called owner, and it is worth keeping them apart. The system owner is the person accountable for one AI system's compliance record — it is a governance field on the system, and naming someone there grants them no access. An in-app role (ASO, Admin, DPO, Viewer) is what actually controls who can sign in and change things, and you manage that under Team in settings.

Steps

1. Open the AI Systems page and click Register a system.
2. Give the system a name, owner, purpose, and lifecycle stage.
3. Classify its risk to add it to your inventory.