The AI system record
The AI system is the governed object in CognaOne. Owners, risks, controls, evidence and decisions all hang off it.
What is recorded#
| Group | Fields | Why |
|---|---|---|
| Identity | Reference number, name, version, type, sourcing | One stable identifier in exports and board papers |
| Lifecycle | Proposed, in development, pilot, operational, suspended or decommissioned, with the date it took effect | Shows what is live versus planned; retired systems keep their history |
| Purpose | Purpose, expected benefits, intended use, business unit | The business case in one place |
| People | Business owner, accountable executive, reviewers | Somebody to call, and an escalation line |
| Profile | Who uses it, people affected, human oversight, data sources, limitations, foreseeable misuse | The Australian Government AI register template, so the language is familiar |
| Screening | Uses personal information; supports a critical operation (APRA-regulated organisations) | Privacy Act and CPS 230 duties start here |
| Technology | Components, model providers, platforms and vendors | The AI supply chain, fourth parties included |
Never deleted#
A system cannot be deleted. When it is retired it moves to Decommissioned and keeps every role, review and decision, so you can answer what was running, and who owned it, on any date.
Types#
- Agent plans and acts through tools.
- Assistant helps a person who stays in charge.
- Predictive model scores, classifies or forecasts.
- AI automation a workflow step that uses AI without a person each time.
Read how systems are registered in AI inventory.
Last reviewed October 2026Suggest a change