> For the complete documentation index, see [llms.txt](https://docs.sprinto.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.sprinto.com/data-library/ai-systems/dashboard-actions/add-and-manage-ai-systems.md).

# Add and Manage AI Systems

The AI Systems module in Sprinto helps organisations maintain a central inventory of AI systems used across teams.

You can:

* Add internal and third-party AI systems
* Configure AI-specific metadata
* Assign owners and stakeholders
* Associate vendors with AI systems
* Track lifecycle stages
* Configure custom fields
* Monitor governance and compliance posture

This article explains how to add and manage AI systems from the Added AI Systems section.

***

## Navigate to AI Systems

To access AI Systems:

1. Log in to the **Sprinto dashboard**.
2. Navigate to **Data Library**.
3. Select **AI Systems**.

<figure><img src="/files/b2kFBWWs7KNpL6ZbTrZ9" alt="" width="563"><figcaption></figcaption></figure>

The All AI Systems section displays all governed AI systems in your organisation.

***

## Add an AI System

To add an AI system:

1. In the **All AI Systems** tab, click **Add AI system**.
2. Complete the required details.
3. Click **Add**.

<figure><img src="/files/xuJoCuT6lEtjlJjzZv6t" alt="" width="375"><figcaption></figcaption></figure>

The AI system is added to the inventory.

***

## Required Fields

The following fields are mandatory while creating an AI system:

* Use case
* Owner
* Business objective
* Type

Sprinto supports two AI system types:

* Internal
* Third-party

***

## Add an Internal AI System

Internal AI systems represent AI applications or services developed and managed within your organisation.

Examples include:

* Internal copilots
* Custom AI workflows
* Proprietary machine learning systems
* Internal automation tools

### Configure Internal AI Systems

When you select Internal as the AI system type:

* Vendor selection is hidden
* Internal governance metadata remains available

You can configure:

* Stakeholders
* AI models
* Geography
* Multiuser fields
* Custom fields

<figure><img src="/files/F23u3GLdJ9RVj5IxvO5K" alt="" width="375"><figcaption></figcaption></figure>

***

## Add a Third-party AI System

Third-party AI systems represent externally provided AI platforms or services.

Examples include:

* ChatGPT Enterprise
* Claude
* Gemini
* AI-enabled SaaS platforms

### Configure Third-party AI Systems

When you select Third-party as the AI system type:

* Vendor selection becomes available
* Vendor governance workflows can be linked to the AI system

You can configure:

* Vendors
* Stakeholders
* AI models
* Geography
* Multiuser fields
* Custom fields

Associating vendors helps organisations perform due diligence, request documents, and maintain governance evidence.

<figure><img src="/files/xuJoCuT6lEtjlJjzZv6t" alt="" width="375"><figcaption></figcaption></figure>

***

## Configure AI System Details

Sprinto supports AI-specific metadata fields to help organisations maintain structured governance records.

### Supported Fields

Depending on configuration, the AI system form may include:

* AI system name
* Use case
* Owner
* Business objective
* Vendors
* Stakeholders
* Models
* Geography
* Multiuser fields
* Custom fields

***

## AI Models

The Models field helps organisations track the AI models associated with an AI system.

Examples may include:

* GPT-4
* Claude
* Gemini
* Llama
* Azure OpenAI
* Custom or self-hosted models

This helps maintain visibility into model usage across the organisation.

***

## Geography

The Geography field helps organisations record where AI systems are deployed or where data may be processed.

This is useful for:

* Data residency reviews
* Compliance workflows
* Regional governance requirements

***

## View AI System Details

To open an AI system:

1. Navigate to **All AI systems**.
2. Click the AI system name.

This opens the AI system detail page.

The detail page contains multiple governance tabs, including:

* Overview
* Risk score
* Due diligence
* Documents & links
* Findings
* Tasks
* Requests

<figure><img src="/files/ScfX71cGfb1Td7oIo9MD" alt="" width="563"><figcaption></figcaption></figure>

***

## Overview Tab

The Overview tab provides a high-level summary of the AI system.

It includes:

* Lifecycle stage
* Risk score
* Due diligence status
* Monitoring status
* Configured metadata
* Governance monitors

***

## Manage AI System Lifecycle Stages

Sprinto supports lifecycle management for AI systems.

### Supported Lifecycle Stages

AI systems can be moved between stages such as:

* Active
* Offboarding
* Archived

### Update Lifecycle Stage

To update the lifecycle stage:

1. Open the AI system.
2. In the Summary section, click **Edit** beside Stage.

<figure><img src="/files/184aNkR5Rz1gCiwdRpba" alt="" width="563"><figcaption></figcaption></figure>

3. Select the required stage.
4. Click **Save**.

<figure><img src="/files/rdagQPszN1GGHvWCfnra" alt="" width="563"><figcaption></figcaption></figure>

The updated lifecycle stage appears immediately.

***

## Edit AI System Details

To update AI system details:

1. Open the AI system.
2. In the Details section, click **Edit**.

<figure><img src="/files/BSKNFECmkmY2tHOT0hGz" alt="" width="563"><figcaption></figcaption></figure>

3. Update the required information.
4. Click **Save**.

<figure><img src="/files/dVA8dT2Un1mDgK2V5jyN" alt="" width="375"><figcaption></figcaption></figure>

You can modify:

* Owners
* Business objectives
* Vendors
* Stakeholders
* Models
* Geography
* Custom fields

***

## Create Custom Fields

Sprinto supports organisation-specific AI system metadata using custom fields.

Custom fields help organisations capture governance information that may not be available in default fields.

### Create a Custom Field

To create a custom field:

1. Open an AI system.
2. In the Details section, click **Create custom field**.

<figure><img src="/files/LrGfXNgyUej1aMclF2J1" alt="" width="563"><figcaption></figcaption></figure>

3. Configure the custom field details.
4. Click **Create**.

<figure><img src="/files/AFAWqY3ZfCQiQf5POrw7" alt="" width="375"><figcaption></figcaption></figure>

***

## Configure Custom Field Details

While creating a custom field, you can configure:

* Field name
* Description
* Helper text
* Applicable entity
* Field type

***

## Supported Custom Field Types

Sprinto supports multiple custom field types, including:

* Text
* Text area
* Date
* Single-select
* Multi-select
* Single user
* Multiple users
* Number
* Percentage
* Attachment

These fields become available while adding or editing AI systems.

***

## Monitoring Section

The Overview tab also contains governance monitors associated with the AI system.

The Monitoring section helps organisations track:

* Governance activities
* Pending actions
* Risk workflows
* Compliance-related reviews

Examples may include:

* AI system risk should be scored
* Due diligence reviews
* Governance review workflows

***

## Filter AI Systems

The Added AI Systems tab supports filtering and search capabilities.

You can filter AI systems using:

* View
* Vendor name
* Risk level

This helps organisations quickly identify and review AI systems across the inventory.

***

## AI Governance Best Practices

When onboarding AI systems:

* Clearly define the business objective
* Assign accountable owners
* Capture associated AI models
* Associate vendors for third-party systems
* Maintain accurate lifecycle stages
* Periodically review AI system metadata
* Use custom fields for organisation-specific governance requirements

***

## Related Information

* [AI Systems Overview](/data-library/ai-systems.md)
* [How AI Systems Work](/data-library/ai-systems/how-ai-systems-work.md)
* [Assess AI System Risk](/data-library/ai-systems/dashboard-actions/assess-ai-system-risk.md)
* [Perform AI System Due Diligence](/data-library/ai-systems/dashboard-actions/perform-ai-system-due-diligence.md)
* [Manage Documents and Security Questionnaires](/data-library/ai-systems/dashboard-actions/manage-documents-and-security-questionnaires.md)
* [Configure AI Systems](/data-library/ai-systems/dashboard-actions/configure-ai-systems.md)


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