[{"data":1,"prerenderedAt":141},["ShallowReactive",2],{"blog-post-en-\u002Fblog\u002Fai-system-registry-shadow-ai":3,"i-mdi:book-search-outline":122,"i-mdi:scale-balance":126,"i-mdi:shield-lock-outline":128,"i-mdi:robot-outline":130,"i-mdi:linkedin":132,"i-mdi:twitter":134,"i-mdi:github":136,"i-circle-flags:lang-en":138},{"id":4,"title":5,"author":6,"body":7,"date":107,"description":108,"draft":109,"extension":110,"image":111,"meta":112,"navigation":113,"path":114,"seo":115,"stem":116,"tags":117,"__hash__":121},"blog_en\u002Fblog\u002Fai-system-registry-shadow-ai.md","Shadow AI is a registry problem","Minerva Data Solutions",{"type":8,"value":9,"toc":99},"minimark",[10,14,17,22,25,59,62,66,69,72,76,79,82],[11,12,13],"p",{},"You cannot govern AI systems you cannot name. That is the shadow AI problem: teams adopt assistants, automation tools, document processors, browser extensions, agents, and SaaS copilots faster than governance teams can inventory them.",[11,15,16],{},"A spreadsheet is a start, but it is not a registry. A useful AI system registry is live, owned, searchable, and exportable.",[18,19,21],"h3",{"id":20},"what-belongs-in-the-registry","What belongs in the registry",[11,23,24],{},"Every entry should answer practical questions:",[26,27,28,32,35,38,41,44,47,50,53,56],"ul",{},[29,30,31],"li",{},"What is the system called and who owns it?",[29,33,34],{},"What business process does it support?",[29,36,37],{},"Is it internal, vendor-hosted, embedded in SaaS, or open source?",[29,39,40],{},"Which model or provider does it use?",[29,42,43],{},"What data does it access?",[29,45,46],{},"Does it process personal, confidential, financial, legal, or regulated data?",[29,48,49],{},"What is the risk classification?",[29,51,52],{},"What human oversight exists?",[29,54,55],{},"Which logs, policies, evaluations, and incidents are linked?",[29,57,58],{},"Can the organization suspend it quickly?",[11,60,61],{},"The registry should cover formal systems and shadow systems. Otherwise, the highest-risk tools may be exactly the ones nobody has reviewed.",[18,63,65],{"id":64},"the-workflow-that-works","The workflow that works",[11,67,68],{},"Discovery should combine procurement data, SSO logs, network signals, endpoint telemetry, finance spend, browser extensions, and interviews with business teams. Each system then moves through a lifecycle: discovered, profiled, classified, documented, approved, monitored, and retired.",[11,70,71],{},"Do not make legal or compliance fill every field manually. Product owners should provide context. Security should enrich access and data-flow signals. Engineering should expose telemetry and model dependencies. Compliance should own classification and approval criteria.",[18,73,75],{"id":74},"what-makes-it-regulator-ready","What makes it regulator-ready",[11,77,78],{},"A regulator-ready registry can export structured data on demand. It should include system name, purpose, owner, vendor, risk level, deployment domain, data categories, model\u002Fprovider, documentation status, oversight status, incident history, and review date.",[11,80,81],{},"The goal is not bureaucracy. It is operational clarity. When a regulator, client, or board asks “where are we using AI?”, the answer should take minutes, not weeks.",[11,83,84,85,92,93,98],{},"Further reading: ",[86,87,91],"a",{"href":88,"rel":89},"https:\u002F\u002Fwww.sphereinc.com\u002Fblogs\u002Fai-system-registry-regulator-ready",[90],"nofollow","AI system registry guidance"," and ",[86,94,97],{"href":95,"rel":96},"https:\u002F\u002Fwww.knowlee.ai\u002Fblog\u002Fai-act-compliance-for-agentic-platforms-2026",[90],"AI Act compliance for agentic platforms",".",{"title":100,"searchDepth":101,"depth":101,"links":102},"",2,[103,105,106],{"id":20,"depth":104,"text":21},3,{"id":64,"depth":104,"text":65},{"id":74,"depth":104,"text":75},"2026-05-21","Why teams need an AI system inventory before regulators ask — and what to log without creating another spreadsheet graveyard.",false,"md","\u002Fimg\u002Fog-image.png",{},true,"\u002Fblog\u002Fai-system-registry-shadow-ai",{"title":5,"description":108},"blog\u002Fai-system-registry-shadow-ai",[118,119,120],"AI registry","shadow AI","governance","ONRIRyCXr_rku9ffYQXAF-p_dc6fH_IS7aSggMQG0bU",{"left":123,"top":123,"width":124,"height":124,"rotate":123,"vFlip":109,"hFlip":109,"body":125},0,24,"\u003Cpath fill=\"currentColor\" d=\"M15.5 12c2.5 0 4.5 2 4.5 4.5c0 .88-.25 1.71-.69 2.4l3.08 3.1L21 23.39l-3.12-3.07c-.69.43-1.51.68-2.38.68c-2.5 0-4.5-2-4.5-4.5s2-4.5 4.5-4.5m0 2a2.5 2.5 0 0 0-2.5 2.5a2.5 2.5 0 0 0 2.5 2.5a2.5 2.5 0 0 0 2.5-2.5a2.5 2.5 0 0 0-2.5-2.5M13 4v8l-2.5-2.25L8 12V4H6v16h4c.54.81 1.23 1.5 2.03 2H6a2 2 0 0 1-2-2V4a2 2 0 0 1 2-2h12a2 2 0 0 1 2 2v7.81c-.58-.55-1.25-1-2-1.31V4z\"\u002F>",{"left":123,"top":123,"width":124,"height":124,"rotate":123,"vFlip":109,"hFlip":109,"body":127},"\u003Cpath fill=\"currentColor\" d=\"M12 3c-1.27 0-2.4.8-2.82 2H3v2h1.95L2 14c-.47 2 1 3 3.5 3s4.06-1 3.5-3L6.05 7h3.12c.33.85.98 1.5 1.83 1.83V20H2v2h20v-2h-9V8.82c.85-.32 1.5-.97 1.82-1.82h3.13L15 14c-.47 2 1 3 3.5 3s4.06-1 3.5-3l-2.95-7H21V5h-6.17C14.4 3.8 13.27 3 12 3m0 2a1 1 0 0 1 1 1a1 1 0 0 1-1 1a1 1 0 0 1-1-1a1 1 0 0 1 1-1m-6.5 5.25L7 14H4zm13 0L20 14h-3z\"\u002F>",{"left":123,"top":123,"width":124,"height":124,"rotate":123,"vFlip":109,"hFlip":109,"body":129},"\u003Cpath fill=\"currentColor\" d=\"M21 11c0 5.55-3.84 10.74-9 12c-5.16-1.26-9-6.45-9-12V5l9-4l9 4zm-9 10c3.75-1 7-5.46 7-9.78V6.3l-7-3.12L5 6.3v4.92C5 15.54 8.25 20 12 21m2.8-10V9.5C14.8 8.1 13.4 7 12 7S9.2 8.1 9.2 9.5V11c-.6 0-1.2.6-1.2 1.2v3.5c0 .7.6 1.3 1.2 1.3h5.5c.7 0 1.3-.6 1.3-1.2v-3.5c0-.7-.6-1.3-1.2-1.3m-1.3 0h-3V9.5c0-.8.7-1.3 1.5-1.3s1.5.5 1.5 1.3z\"\u002F>",{"left":123,"top":123,"width":124,"height":124,"rotate":123,"vFlip":109,"hFlip":109,"body":131},"\u003Cpath fill=\"currentColor\" d=\"M17.5 15.5c0 1.11-.89 2-2 2s-2-.89-2-2s.9-2 2-2s2 .9 2 2m-9-2c-1.1 0-2 .9-2 2s.9 2 2 2s2-.89 2-2s-.89-2-2-2M23 15v3c0 .55-.45 1-1 1h-1v1c0 1.11-.89 2-2 2H5a2 2 0 0 1-2-2v-1H2c-.55 0-1-.45-1-1v-3c0-.55.45-1 1-1h1c0-3.87 3.13-7 7-7h1V5.73c-.6-.34-1-.99-1-1.73c0-1.1.9-2 2-2s2 .9 2 2c0 .74-.4 1.39-1 1.73V7h1c3.87 0 7 3.13 7 7h1c.55 0 1 .45 1 1m-2 1h-2v-2c0-2.76-2.24-5-5-5h-4c-2.76 0-5 2.24-5 5v2H3v1h2v3h14v-3h2z\"\u002F>",{"left":123,"top":123,"width":124,"height":124,"rotate":123,"vFlip":109,"hFlip":109,"body":133},"\u003Cpath fill=\"currentColor\" d=\"M19 3a2 2 0 0 1 2 2v14a2 2 0 0 1-2 2H5a2 2 0 0 1-2-2V5a2 2 0 0 1 2-2zm-.5 15.5v-5.3a3.26 3.26 0 0 0-3.26-3.26c-.85 0-1.84.52-2.32 1.3v-1.11h-2.79v8.37h2.79v-4.93c0-.77.62-1.4 1.39-1.4a1.4 1.4 0 0 1 1.4 1.4v4.93zM6.88 8.56a1.68 1.68 0 0 0 1.68-1.68c0-.93-.75-1.69-1.68-1.69a1.69 1.69 0 0 0-1.69 1.69c0 .93.76 1.68 1.69 1.68m1.39 9.94v-8.37H5.5v8.37z\"\u002F>",{"left":123,"top":123,"width":124,"height":124,"rotate":123,"vFlip":109,"hFlip":109,"body":135},"\u003Cpath fill=\"currentColor\" d=\"M22.46 6c-.77.35-1.6.58-2.46.69c.88-.53 1.56-1.37 1.88-2.38c-.83.5-1.75.85-2.72 1.05C18.37 4.5 17.26 4 16 4c-2.35 0-4.27 1.92-4.27 4.29c0 .34.04.67.11.98C8.28 9.09 5.11 7.38 3 4.79c-.37.63-.58 1.37-.58 2.15c0 1.49.75 2.81 1.91 3.56c-.71 0-1.37-.2-1.95-.5v.03c0 2.08 1.48 3.82 3.44 4.21a4.2 4.2 0 0 1-1.93.07a4.28 4.28 0 0 0 4 2.98a8.52 8.52 0 0 1-5.33 1.84q-.51 0-1.02-.06C3.44 20.29 5.7 21 8.12 21C16 21 20.33 14.46 20.33 8.79c0-.19 0-.37-.01-.56c.84-.6 1.56-1.36 2.14-2.23\"\u002F>",{"left":123,"top":123,"width":124,"height":124,"rotate":123,"vFlip":109,"hFlip":109,"body":137},"\u003Cpath fill=\"currentColor\" d=\"M12 2A10 10 0 0 0 2 12c0 4.42 2.87 8.17 6.84 9.5c.5.08.66-.23.66-.5v-1.69c-2.77.6-3.36-1.34-3.36-1.34c-.46-1.16-1.11-1.47-1.11-1.47c-.91-.62.07-.6.07-.6c1 .07 1.53 1.03 1.53 1.03c.87 1.52 2.34 1.07 2.91.83c.09-.65.35-1.09.63-1.34c-2.22-.25-4.55-1.11-4.55-4.92c0-1.11.38-2 1.03-2.71c-.1-.25-.45-1.29.1-2.64c0 0 .84-.27 2.75 1.02c.79-.22 1.65-.33 2.5-.33s1.71.11 2.5.33c1.91-1.29 2.75-1.02 2.75-1.02c.55 1.35.2 2.39.1 2.64c.65.71 1.03 1.6 1.03 2.71c0 3.82-2.34 4.66-4.57 4.91c.36.31.69.92.69 1.85V21c0 .27.16.59.67.5C19.14 20.16 22 16.42 22 12A10 10 0 0 0 12 2\"\u002F>",{"left":123,"top":123,"width":139,"height":139,"rotate":123,"vFlip":109,"hFlip":109,"body":140},512,"\u003Cmask id=\"SVGuywqVbel\">\u003Ccircle cx=\"256\" cy=\"256\" r=\"256\" fill=\"#fff\"\u002F>\u003C\u002Fmask>\u003Cg mask=\"url(#SVGuywqVbel)\">\u003Cpath fill=\"#eee\" d=\"m0 0l8 22l-8 23v23l32 54l-32 54v32l32 48l-32 48v32l32 54l-32 54v68l22-8l23 8h23l54-32l54 32h32l48-32l48 32h32l54-32l54 32h68l-8-22l8-23v-23l-32-54l32-54v-32l-32-48l32-48v-32l-32-54l32-54V0l-22 8l-23-8h-23l-54 32l-54-32h-32l-48 32l-48-32h-32l-54 32L68 0z\"\u002F>\u003Cpath fill=\"#0052b4\" d=\"M336 0v108L444 0Zm176 68L404 176h108zM0 176h108L0 68ZM68 0l108 108V0Zm108 512V404L68 512ZM0 444l108-108H0Zm512-108H404l108 108Zm-68 176L336 404v108z\"\u002F>\u003Cpath fill=\"#d80027\" d=\"M0 0v45l131 131h45zm208 0v208H0v96h208v208h96V304h208v-96H304V0zm259 0L336 131v45L512 0zM176 336L0 512h45l131-131zm160 0l176 176v-45L381 336z\"\u002F>\u003C\u002Fg>",1781544428026]