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Practical AI Program PlaybookNicholas Vidal

Back to the artifact library

Sheet 07 · ART-02

AI tool and vendor inventory

What is approved, for whom, for what data, with what conditions, and when it was last reviewed. The answer to 'can I use this?' lives here.

Artifact details

Format
Register
Owner
AI Program Manager with IT & Security
When it is used
Updated on every review, condition change, renewal, or retirement.
Retention
Life of the vendor relationship plus contractual retention.

Contributors: Information Security, Risk, Legal & Privacy, Finance & Procurement, Tool owner

Downloads

The filled export is generated from this site's sample records at the moment you click it — the same rows shown below, not a stored copy. The blank template is the same columns with no rows. Printing uses this page’s print stylesheet, which drops the navigation and the download controls.

Required fields

The guidance matters more than the field name. A field labelled “risks” with no guidance gets filled in with “standard AI risks” and the artifact stops being worth reading.

Fields in ART-02, with the guidance given to whoever fills them in.
FieldGuidanceRequired
Tool and vendorProduct and legal entity.Required
StatusApproved, approved with conditions, in pilot, under review, not approved, retiring.Required
ConditionsWritten so a user can tell whether they are meeting them.Required
Maximum data classificationThe ceiling, not the typical case.Required
OwnerThe function accountable for this tool.Required
Licenses held and activeUtilization drives renewal conversations.Optional
Last and next reviewAn inventory without review dates goes stale silently.Required
Open questionsWhat is unresolved, and who holds it.Optional

The register as it stands

5 records, rendered from the same sample data the rest of the site reads. This is what the CSV export contains, field for field.

TL-01

Lumen Assist

ID
TL-01
Tool
Lumen Assist
Vendor
Lumen Software
Category
General workplace assistant (chat, drafting, summarization)
Status
Approved
Status note and conditions
Firmwide approved tool. Enterprise agreement with data-protection terms; prompts and outputs are not used for vendor model training.
Data handling
Processed inside the firm tenant. Internal and confidential material permitted. Client-restricted material prohibited without a Risk review.
Maximum data classification
Confidential
Licenses held
420
Licenses active
268
Annual cost
$151,200
Owner
IT & Security (Marcus Dell)
Security review
Completed 2025-11-14; annual reassessment scheduled.
Last reviewed
14 Nov 2025
Next review
14 Nov 2026
Open questions
152 assigned licenses show no activity in 30 days — reclaim or redeploy before renewal?; Retention of assistant conversation history is not yet aligned with the firm records schedule.
Linked use cases
UC-002; UC-009; UC-010

TL-02

Cadence Search

ID
TL-02
Tool
Cadence Search
Vendor
Cadence Data Systems
Category
Enterprise retrieval over document collections
Status
In pilot
Status note and conditions
Conditionally approved for a scoped pilot over the internal standards library only. Not approved for project or client document sets.
Data handling
Indexes a defined internal-only corpus. Permissions mirror the source library. No client deliverables in scope.
Maximum data classification
Internal
Licenses held
60
Licenses active
41
Annual cost
$42,000
Owner
Data & Reporting (Tomas Reyes)
Security review
Conditional pass 2026-04-02. Full pass requires completed penetration-test summary.
Last reviewed
02 Apr 2026
Next review
02 Oct 2026
Open questions
Vendor penetration-test summary still outstanding (EXC-02 covers the gap).; Citation accuracy on superseded standards revisions needs a measured error rate before scale.
Linked use cases
UC-007

TL-03

Draftline

ID
TL-03
Tool
Draftline
Vendor
Draftline Media Tools
Category
Marketing and long-form content drafting
Status
Approved with conditions
Status note and conditions
Approved for Marketing & Pursuits only. Conditions: no client-confidential input, named editor on every public output, and disclosure practice per the communications standard.
Data handling
Vendor-hosted with contractual no-training terms. Public and internal material only.
Maximum data classification
Internal
Licenses held
25
Licenses active
22
Annual cost
$18,000
Owner
Marketing & Pursuits (Dee Okafor)
Security review
Completed 2026-02-20 with conditions.
Last reviewed
20 Feb 2026
Next review
20 Aug 2026
Open questions
Renewal decision due — utilization is high but documented value is still self-reported.
Linked use cases
UC-001; UC-005

TL-04

Verity Screen

ID
TL-04
Tool
Verity Screen
Vendor
Verity Talent Systems
Category
Recruiting workflow support and candidate screening
Status
Not approved
Status note and conditions
Candidate scoring and ranking not approved. A reduced scope — scheduling coordination and structured interview note capture, with no scoring — was approved for a limited pilot (see PIL-004).
Data handling
Would process applicant personal data. Reduced scope excludes resumes and any ranking output.
Maximum data classification
Restricted
Licenses held
8
Licenses active
6
Annual cost
$0
Owner
People & Culture (Grace Lin)
Security review
Security review complete. Legal and privacy review complete with scope restrictions.
Last reviewed
18 May 2026
Next review
18 Sep 2026
Open questions
Vendor has not provided documentation of adverse-impact testing for the scoring feature.; Reduced-scope pilot needs a defined off-ramp if scope creep appears.
Linked use cases
UC-004

TL-05

Ledgerly AI

ID
TL-05
Tool
Ledgerly AI
Vendor
Ledgerly Financial Software
Category
Accounts payable coding and finance workflow automation
Status
Review paused
Status note and conditions
Review paused at the firm's request pending a data-processing agreement that names subprocessors. Pilot PIL-005 is paused, not cancelled.
Data handling
Would write directly to the accounting system. Vendor subprocessor list incomplete as of last review.
Maximum data classification
Confidential
Licenses held
10
Licenses active
0
Annual cost
$0
Owner
Finance & Procurement (Sofia Brand)
Security review
In progress; blocked on vendor documentation since 2026-06-30.
Last reviewed
30 Jun 2026
Next review
30 Sep 2026
Open questions
Which subprocessors touch invoice data, and in what jurisdictions?; What is the reversal path if the tool codes an invoice incorrectly after posting?
Linked use cases
UC-006

Blank template

The same fields with nothing in them. Print this page, or use the download above to get a standalone file.

Tool and vendor

Product and legal entity.

Status

Approved, approved with conditions, in pilot, under review, not approved, retiring.

Conditions

Written so a user can tell whether they are meeting them.

Maximum data classification

The ceiling, not the typical case.

Owner

The function accountable for this tool.

Licenses held and activeoptional

Utilization drives renewal conversations.

Last and next review

An inventory without review dates goes stale silently.

Open questionsoptional

What is unresolved, and who holds it.