Collect the signals you can actually access
Connect only the supported sources your team authorizes. Fencia can look for AI-use signals in Google Drive, Slack and GitHub within each connector's scope; access and plan eligibility differ by source. A disconnected or restricted source is a visibility gap, not a clean bill of health.
Resolve the candidate
Check where the tool was mentioned, whether it already matches an inventory entry, who owns it and what data it may receive. Ambiguous candidate matches remain available for human review before an inventory decision is made.
Record the decision and revisit it
Confirm a tool, link it to an existing system or dismiss a false lead with a reason. Recheck after a new integration, project or policy change. An inventory entry describes what your team has reviewed; it does not by itself establish legal compliance.
Example: a recruiting team mentions an AI tool
A Slack message says a recruiter used a writing assistant to draft candidate replies. The sweep surfaces the mention, but it cannot tell whether the tool was approved, which account was used or whether applicant data reached it. The reviewer opens the source context, asks the recruiter what happened and checks the current AI inventory. If the tool is already recorded, she links the signal to that system; if it is new, she names an owner and begins a separate data and risk review. If the message was only a suggestion, she records that conclusion instead of inventing a system.
Four questions for each signal
- Where did the signal come from, and can the reviewer see its original context?
- Is there evidence of actual use, or only a mention, proposal or copied example?
- Does it match an existing inventory entry, and who can confirm its owner and purpose?
- What data and people could be affected, and which follow-up decision is needed?
Common questions
- Will a sweep find every AI tool in the company?
- No. It can only inspect supported, connected sources within their granted permissions. Teams still need interviews, procurement records and other channels to understand use outside that view.
- Does a detected name automatically become a confirmed AI system?
- An ambiguous signal is kept as a candidate for review. A person should check the source and decide whether to confirm, match or dismiss it; a mention alone is not proof of use.
Bring the question into a review
Explore a fictional Fencia walkthrough or tell us which system and evidence your team needs to review.