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PROC-001-FIRMA-DEMONSTRATIVA-cebddeda · verifică

PROC-001

AI System Inventory Procedure

Document Information

Field	Value
Document ID	PROC-001
Title	AI System Inventory Procedure
Repository	RRVI™
Module	01 – AI System Inventory
Company	Firmă demonstrativă
Version	0.0.0-demo
Status	Draft (demo, neaprobat)

1. Purpose

This procedure describes the process for creating, maintaining, reviewing and updating the AI System Inventory of Firmă demonstrativă.

The procedure ensures that every Artificial Intelligence system used, developed, integrated or deployed by the company is properly identified and documented.

2. Scope

This procedure applies to:

Internal AI systems
Third-party AI systems
Cloud AI services
AI-enabled software
AI development platforms
Experimental AI systems
Production AI systems

3. Responsibilities

Managing Director

approves the inventory.

AI Governance Owner

maintains the inventory;
coordinates periodic reviews.

AI System Owner

provides accurate information;
reports changes.

Employees

notify the introduction of any new AI system.

4. Procedure

Step 1 — Identify AI System

Determine whether the software or service includes Artificial Intelligence capabilities.

Examples include:

Large Language Models
Machine Learning
Generative AI
Semantic Search
AI Agents
Recommendation Systems

Step 2 — Collect Information

Record:

System Name
Provider
Owner
Business Purpose
Intended Use
Deployment Status
AI Act Role
Initial Risk
Human Oversight

Step 3 — Register

Create or update the corresponding record in:

REG-001_AI_System_Inventory_Register.md

Step 4 — Review

Verify that:

all mandatory fields are completed;
ownership is assigned;
business purpose is defined;
AI Act role is identified.

Step 5 — Approval

The updated inventory shall be reviewed and approved by the AI Governance Owner.

Step 6 — Maintenance

The inventory shall be updated whenever:

a new AI system is introduced;
an AI system is removed;
ownership changes;
provider changes;
functionality changes;
deployment status changes.

5. Records

This procedure produces:

AI Inventory Register
AI Inventory Evidence
AI Inventory Declaration

6. References

DOD-001 AI System Inventory Policy
REG-001 AI System Inventory Register
EVID-001 AI System Inventory Evidence
DEC-001 AI System Inventory Declaration
Regulation (EU) 2024/1689 (EU AI Act)

7. Approval

Prepared by

[persoană responsabilă, nepublicat]

Company

Firmă demonstrativă

Status

Approved