Maintain a single list of every tool the business uses — SaaS, internal apps, business-critical spreadsheets, AI tools, scripts, automations.
How to use this: The bracketed items like [Company Name] are placeholders — replace them with your own details. Edit the wording to suit your business. This is a starter, not legal advice.
Columns
Use these columns:
| Field | Meaning |
|---|---|
| Name | Tool's display name. |
| Category | SaaS, internal app, spreadsheet, script, AI. |
| Owner | Named person. |
| Backup owner | Picks it up if owner leaves. |
| What it does | One sentence. |
| Data it touches | Customer / Employee / Financial / None. |
| Who has access | Users; admin count. |
| Approved? | Yes / No / Under review. |
| Notes | Risks, dependencies, plans. |
How often to review
- Whole register: quarterly.
- Approved? = No rows: monthly.
- When a person leaves: their owned rows.
Tips for adoption
- Start it today.
- Use it before procurement decisions.
- Work this register before closing a leaver's laptop.