EU AI Act Documentation Obligations for Businesses
Complete guide: What documentation do you need, and how do you create it?
Table of Contents
The AI Regulation (EU) 2024/1689 requires providers and deployers of high-risk AI systems to maintain comprehensive documentation. This pillar page guides you through all documentation requirements – from AI inventory to audit trail.
AI Inventory: Capture All AI Systems
Art. 6 and Annex III require a complete inventory of all AI systems used in the company. The inventory forms the basis for risk classification and all further documentation obligations.
Practical Example:
Create a central table with: system name, purpose, provider/deployer status, risk class, responsible person, date of last review. Our compliance check can automate the initial assessment.
Technical Documentation (Annex IV)
Annex IV lists the minimum contents of technical documentation: system description, development process, training and test data, performance metrics, monitoring measures and risk management results.
Practical Example:
Use structured templates covering all Annex IV requirements. Our premium platform generates AI-assisted drafts you can use as a starting point.
Risk Management System (Art. 9)
Art. 9 requires an ongoing, iterative risk management system. It must identify, assess, document risks and define countermeasures – throughout the entire lifecycle of the AI system.
Practical Example:
Document each identified risk factor with probability, severity and planned countermeasure. Conduct regular reviews and log changes.
Audit Trail and Traceability
A complete audit trail documents all changes to documentation, assessments and decisions. This is essential for providing evidence to supervisory authorities.
Practical Example:
Implement versioning for all documents. Log who made which change when. Our platform creates automatic audit logs.
Roles and Responsibilities
The regulation distinguishes between provider, deployer, importer and distributor. Each role has specific documentation obligations. Clear responsibilities must be defined within the company.
Practical Example:
Create a RACI matrix (Responsible, Accountable, Consulted, Informed) for all AI compliance tasks. Assign at least one AI officer.
Evidence Documentation and Declaration of Conformity
The declaration of conformity (Art. 47) must contain all applied standards, test procedures and results. Together with CE marking, it forms the formal conclusion.
Practical Example:
Collect all test reports, test results and certificates in a central conformity dossier. Keep it for at least 10 years.
Thomas Bahr
Managing Director, Webutissimo S.L. – EU AI Act Compliance Expert
Thomas Bahr helps companies implement the AI Regulation (EU) 2024/1689. Focus areas: risk classification, technical documentation and conformity assessment for AI systems.
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