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For a U.S. federal agency, start with the Office of Management and Budget’s 2025 Federal Agency AI Use Case Inventory, then check the agency’s own AI inventory and related public records. Search more than the product name: agencies may report a use by purpose, component, vendor, or as part of consolidated commercial software. If public records do not settle whether the system is in use, request specific existing records from the likely agency component. A missing inventory result does not prove the agency does not use it.
First, identify the government entity
Confirm the exact agency and whether it is federal, state, or local. Federal Freedom of Information Act (FOIA) guidance applies to federal agencies, not state and local governments, Congress, or federal courts. For a state or local body, find the public-records law and request process for that jurisdiction instead.
For a federal agency, narrow the target as much as possible: a department-wide search may be less useful than identifying the relevant bureau, office, or component. A vendor contract, policy, or inventory entry may be held by a component rather than the department’s central office.
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Use the OMB repository as an index
The OMB repository links to agency-hosted inventories and distinguishes individually reported AI use cases from consolidated commercial-off-the-shelf (COTS) reporting. Check both categories. An AI feature embedded in widely used commercial software may be included in a consolidated entry rather than named as a separate product.
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OMB describes the repository as a consolidation of public agency-hosted inventories that is updated on a rolling basis. Its snapshot summary, as of April 13, 2026, represented 56 agency submissions, including individually reported cases, consolidated COTS reporting, and affirmative reports of no AI use. That snapshot listed 3,611 individually reported AI use cases across all stages of development and 445 high-impact AI use cases. These are inventory figures, not a count of every AI system used across government.
Open the agency’s own inventory
Follow the repository link to the target agency’s published inventory and read the actual entry, rather than relying only on search-result snippets or an index. Agencies may explain their reporting conventions, group common uses, or provide details that are not apparent from the consolidated listing.
For example, the U.S. Department of Justice’s AI inventory, updated January 30, 2026, lists 315 entries in its 2025 inventory. DOJ says those entries cover pre-deployment, pilot, deployed, and retired use cases; some common uses are consolidated, and some identifying details are withheld under release restrictions. This illustrates why a product may not appear under its familiar name.
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Other agency pages can show how inventories are presented: the Federal Reserve Board’s AI Use Case Inventory and the General Services Administration’s 2025 AI use cases, which includes CSV downloads. These are examples, not substitutes for checking the agency you are investigating.
Search names, functions, and related records
Search the agency’s website and inventory using several terms. Try the exact system or product name, vendor name, abbreviations, alternate spellings, the responsible component, and the function the system might perform. Combine these with terms such as “AI inventory,” “use case,” “procurement,” “records,” and “privacy impact assessment.”
- Search the agency’s AI or technology pages and any linked inventory files.
- Search public privacy documents, procurement or contract records, and official policy pages.
- Look for descriptions of the task or purpose, even if the product name is absent.
- Check whether the entry is individual or consolidated COTS reporting.
Agency policies can reveal a separate trail: for example, the State Department’s Foreign Affairs Manual guidance on artificial intelligence describes approval and official-use restrictions for commercial AI tools. Such a policy may clarify which uses are authorized without establishing that a particular system is being used in a specific office.
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Determine what the evidence actually establishes
For each potentially relevant result, note the agency and component, the system or vendor label, stated purpose, lifecycle stage, reporting year, publication or update date, and the linked source. Keep these stages distinct:
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- Pilot: the use is being tested; a pilot does not establish routine or agency-wide deployment.
- Deployed: the inventory reports an operational use, but the entry may not establish which office uses it or how it affects an individual decision.
- Retired: the inventory reports a former use, not current operation.
A procurement or contract reference is evidence of acquisition activity, not by itself proof of operational use. Look for an inventory entry or implementation or operational-status record to corroborate deployment. Similarly, an inventory match is evidence that the agency reported a use case; it does not alone prove current use in a particular office or in a specific decision.
Understand why a search can come up empty
Inventory coverage has limits. OMB identifies exclusions for AI used within the Intelligence Community or as part of a National Security System, Department of War use cases, and details whose release would conflict with law or government-wide policy. Agencies may omit restricted details while reporting the fields they can release. Uses may also be consolidated under a broad software category rather than a distinct product name.
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Therefore, treat no result as “not found in the records searched,” not as proof of non-use. Check the agency’s own pages and alternate terms, and use a records request if the distinction matters.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Request records when public sources are not enough
FOIA.gov recommends searching government websites first, then submitting a written request to the federal agency likely to hold the records. A request must reasonably describe existing records. The agency is not required to answer a general question, create a record, conduct research, or analyze data for you. Each agency handles its own records, so use the relevant agency’s submission process and contact its FOIA office if you are unsure which component has them.
- Define the target: name the agency or component, system or product, vendor, and known spelling or product-name variants.
- Set a date range: choose a period relevant to the question so the request can be searched and processed more readily.
- Ask for records, not a conclusion: identify existing inventory, acquisition, authorization, implementation, or operational-status records that could answer the question.
- Submit through the agency’s process: request electronic copies where available, set a fee limit if useful, and follow the agency’s instructions.
For example, adapt this wording to the agency and period you are investigating:
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Under the Freedom of Information Act, please provide existing records from [start date] through [end date] that identify, describe, authorize, acquire, or document operational use by [agency/component] of [system/product name], including known vendor or product-name variants. This request includes relevant AI use-case inventory entries, acquisition or contract records, authorization or policy records, and records identifying the use case’s current lifecycle status. I request electronic copies where available. If any portion is withheld, please release all reasonably segregable non-exempt portions and identify the basis for withholding.
This wording is a starting point, not a guarantee of disclosure. FOIA requests may be released in part or denied under exemptions, and processing time varies with a request’s complexity and agency backlog.
For state or local agencies
Do not submit a federal FOIA request expecting it to cover a state or local office. Find the relevant jurisdiction’s open-records law and portal, identify the correct records custodian, and request existing records using the same practical approach: specify the entity, system and variants, date range, and types of records sought.
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