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AI GOVERNANCE
Internal application catalogue: what is not inventoried cannot be governed
Spreadsheets acting as databases, applications built by someone who has already left, departmental tools nobody registered. When IT does not have the list, every incident is solved blind and every audit starts with a search.
What a catalogue is and what it is not
An internal application catalogue is not a spreadsheet with names. It is the living register of everything the company uses to work: which application it is, who the business owner is, who is technically responsible, what data it processes, where it runs and what happens if it disappears.
Most companies discover their own catalogue the day something breaks. Then the application only one person knew about appears, the script that runs on a personal computer, the integration nobody documented. That late discovery is what turns a minor incident into a standstill.
The catalogue supports three concrete decisions: what to keep, what to replace and what to switch off. Without it, everything is kept by inertia and cost grows without anyone deciding it.
With AI in the picture, the catalogue adds a new layer: which applications were built with AI assistance, with which model and with which human review. That is exactly what an AI system inventory requires and what prevents surprises in an audit.
THE CHALLENGE
Internal applications nobody knows exist
Between spreadsheets, shortcuts and applications built by the team, the company ends up with a real catalogue that is written down nowhere.
No inventory
Nobody knows how many internal applications exist, who uses them or which process they hold up. They surface only when they fail.
Duplication
Three departments solve the same problem with three different tools, and none of them knows the others exist.
People dependency
The application works as long as the person who built it is around. If they leave, the process is left without technical support.
APPROACH
A catalogue that gets used, not a forgotten spreadsheet
A catalogue is useful if it helps decide every day: what exists, who owns it and what can be reused before building something else.
Discovery
We locate real applications —including those living in spreadsheets and shortcuts— with their usage and their users.
Record per application
Each one with a business owner, technical owner, data handled, criticality and maintenance status.
Classification
We decide what stays, what migrates to the governed lane and what is retired, based on cost and risk.
Searchable catalogue
An internal search where anyone sees what exists before asking the neighbouring department for a new tool.
DELIVERABLES
Full visibility of the internal estate
An ordered picture of what is scattered today, with owners and a next step for every item.
Living catalogue
Internal applications with record, owner, users and data processed, updatable by the team itself.
Duplication map
Tools solving the same thing, with a consolidation proposal and the estimated saving of each merge.
Retirement plan
What gets switched off, in which order and how data and users are migrated without breaking the process.
New apps policy
A workflow to create an internal application with repository, test environment and owner from day one.
TRUST
Bringing order to inherited application estates
We have worked with enterprise systems and legacy platforms since 2008, with offices in Barcelona and Madrid and remote collaboration across Spain, Europe, LATAM and the US. We migrate without losing data or stopping the operation.
- A real inventory of internal applications, including those IT never registered.
- One record per application with owner, data, environment, repository and criticality.
- Regularisation of the ones that stay, instead of keeping them by inertia.
- A channel for what is new: every application born in Citizen joins the catalogue from day one.
FAQ
Questions about internal application catalogue
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