In the AI Compliance Assistant you keep the AI Register as the last step of the Inventory & Classification chapter and, at the same time, as the continuously maintained overview of all AI systems. Every system is a card in the list: in the header you change the classification and the regulatory usage status through two pencil icons, with Record substantial change you note changes to the system, and in nine blocks below you document responsibility, parties, release, use, operation, logging, testing, resources and specific duties. Save & Continue writes the register as a versioned record.
Open the register and read the card
Open the AI Register
Open the AI Compliance Assistant from the sidebar, choose Inventory & Classification in the chapter list and click the AI Register step in the progress bar at the top. After a confirmed classification you land here automatically. The page lists one card per system under All AI systems; the Recommendations above the list explain the layout and a maintenance rhythm.
Read the card header
On the left stand the system name, the vendor (by …) and, below them, your organisation’s role for this system. On the right sit two badges: the risk class from the classification and the regulatory usage status, initially Pending. Both carry a small pencil icon: the pencil on the risk class opens the Adjust classification dialog, the pencil on the usage status (tooltip Change status) expands the status form. The info line below shows Classified on, the obligation count (for example 9 obligations apply), where applicable the Required badge for the impact assessment, and the link Record substantial change.
Clicking the obligation count expands Obligations relating to this system: the obligations grouped by the date from which they apply, Already in force first. The list deliberately has no checkboxes; the implementation status is maintained in the implementation chapter.
Set the usage status
Change the status through the pencil
Click the pencil icon on the usage status. The Regulatory usage status form opens on the card with a dropdown: Approved for use, Withheld or Suspended. For the latter two the Reason field appears, where you record why the system is held before being made available or why its use is interrupted. For Approved for use Cenedril checks three points and names gaps in the line The release is still missing: …: a measured value at an acceptance threshold, the person releasing and the date of the release. Apply saves the status immediately; the message Usage status saved. confirms it.
Check the release log
Every status change creates an entry in the History of release decisions on the card, with reason, date and person. For Withheld or Suspended the entry additionally asks Does the system present a risk within the meaning of Article 79(1)?; for Yes you select under Parties informed (Art. 23(2)) who was informed and enter Where the notification is filed. The log can be completed afterwards with exactly these details; date and person stay unchanged.
A system with the status Blocked (Art. 5) or Halted (authority order) carries no pencil: the block is set by the classification alone, and the authority hold ends with the completion or withdrawal of the order in the Duties specific to this system block.
Record substantial changes
Describe and record the change
Click Record substantial change in the info line. The form on the card asks What changed substantially? and states above the field what makes a change substantial: it was made after the system was placed on the market, was not provided for in the initial conformity assessment, and affects the requirements or the intended purpose. Describe briefly what changed, for example a new model, a changed purpose or a new data basis. Under Kind of change choose between Model update, Configuration change, Retraining, Own name or trademark applied, Substantial modification to the system, Intended purpose changed and Other.
The checkbox This change is relevant to conformity decides the consequences: with it ticked, Cenedril creates a task for a new conformity assessment with a reminder, for systems with an impact assessment additionally a task to update it, and any existing grandfathering ends. Without it, the change is only kept in the change log. Record change saves immediately; the message The substantial change has been recorded. The system is marked as needing re-assessment. confirms it.
Confirm the classification again
After the entry the card carries the Re-assessment needed badge, and the amber box Re-assessment required appears above the list with the system and your reason. The existing classification remains valid until it is confirmed again. Click Back, review the system’s purposes and answers on the classification pages and confirm on the Classification Result page with Save & Continue. The classification date then lies after the recorded change, badge and box disappear, and a task created for it completes on its own.
Cenedril sets the same badge as Change detected when the asset register shows retraining or a version change of the model after the classification date. This hint, too, clears only with the renewed confirmation.
Fill in the nine blocks
Responsibility and documents
The first block names who answers for the system. Under Internal responsible person pick the person who oversees day-to-day use; the person selector can create a person who is not on record yet. Next to it stands the Escalation contact for failures, the party called when the system fails. For sourced systems follow Vendor documentation (link), already filled in for catalogue templates, the Provider’s user manual (link) for the document the users receive, and the checkbox Instructions for use reviewed before putting into service. For systems in the provider role a note replaces the documentation field: the instructions for use are produced in the technical documentation as Annex E.
Parties and suppliers
The Parties and suppliers block lists your own organisation (badge own organisation) and every supplier linked to the system in the asset register. Per party you select Phases in the life cycle the party contributes to and Duties the party is responsible for; both allow several entries. With Add another party you add a contributing body such as a development partner or a testing body: either under Choose an existing party from the asset register, or under Create a new party with name and asset type, where Create adds it. The Manage as supplier switch on each row decides whether the party is additionally held and assessed in the AI supplier register; it writes the supplier link straight into the asset register.
Release and procurement, and use of the system
In the Release and procurement block, Released by and Released on show the most recent release entry from the release log; until then they read not released yet. Below, select the Reason for procurement/development and expected benefit and the Requirements for data and training or for the purchased service; every selected requirement produces a row with a target value that you can adjust.
In the Use of the system block, use Add process to link the processes from the asset register in which the system actually runs, answer How often is the system used? and the question on Agentic use. The impact assessment and the technical documentation read these details from here.
Operation, logging, testing and resources
Operation and support asks for Support model, Support path, Promised response time, Committed resolution time, Maintenance and update window, Maintenance and care measures and Informing users about changes; the expected lifetime comes from the asset register.
Event logging records Life cycle stages with logging, Logged event types, Retention period (months), Log storage location, Log access model and Who controls the logs of this system. If the “Operation” stage is deselected, a note asks for a justification.
Testing and evaluation takes Types of verification and validation, Performance metrics and, per metric, a row under Acceptance thresholds per metric with threshold, direction of comparison and the value last measured; further rows are added with Add metric. Added to that are the Evaluation cadence and the Operating margins (significant performance change). For systems with technical documentation, the testing fields are replaced by the pointer Verification and release criteria to the provider documentation, where the values are maintained; the evaluation cadence stays in the register.
Resources and data keeps, under Compute and system resources, one row per life cycle stage with Hosting / provider, Type of compute resources and Region / data centre (Add a stage). Below that you link the datasets from the asset register: for systems in the provider role under Data resources (linked datasets) via Link dataset …, for pure deployer systems under Input data (linked datasets) after the preliminary question Are the input data under your control?. For systems built on a third-party model the block additionally holds that model’s information package.
Duties specific to this system
The ninth block appears only where role and risk class trigger it, for instance for high-risk systems, systems built on a general-purpose AI model or after an authority order. It bundles the third-party model summary, the oversight arrangement, authority orders, marking notes and registration. A system without such duties does not show the block at all.
Save the register
Save & Continue
The blocks of all cards are saved through the footer. Save as Draft stores the state at any time. Save & Continue publishes the entries, writes a new version of the AI register record under Documentation → Records and returns to the overview of the AI Compliance Assistant. Back saves the interim state silently and opens the Classification Result page.
Result: every classified AI system carries a responsible person, its parties and suppliers, the release status with its log, the details on use, operation, logging, testing and resources, and the specific duties its classification triggers. Substantial changes are held in the change log, and the AI register record keeps the state dated and versioned.