The EU AI Act requires documentation as proof of compliance. Here are the 5 key documents every company using AI needs to prepare.
1. AI Inventory Register
What it is: A central registry of all AI systems in your organization.
Why it's needed: Article 26(1) requires deployers to maintain records of the AI systems they use. Without an inventory, you can't prove that you've identified and classified all AI systems.
What it includes:
- AI system name and provider
- Use case category
- Risk level (Prohibited / High / Limited / Minimal)
- Responsible person
- Date of last review
2. AI Acceptable Use Policy (AUP)
What it is: Rules for employees on how to use AI tools.
Why it's needed: Article 4 requires AI literacy — employees must know how to properly use AI tools. The AUP defines what's allowed, what's prohibited, and what data may be entered into AI systems.
What it includes:
- Approved AI tools
- Prohibited uses
- Data classification for AI
- Approval process for new AI tools
- Violations and consequences
3. AI Risk Assessment
What it is: A risk assessment for each high-risk AI system.
Why it's needed: Article 9 requires a risk management system for high-risk AI systems. The Risk Assessment documents identified risks and mitigation measures.
What it includes:
- Description of the AI system and its purpose
- Identified risks (bias, accuracy, security, privacy)
- Mitigation measures for each risk
- Human oversight measures
- Monitoring plan
4. Data Classification Guidelines for AI
What it is: Rules about which data can go into which AI systems.
Why it's needed: Article 10 requires data governance for high-risk systems. GDPR Article 35 requires a DPIA for high-risk data processing.
What it includes:
- Matrix: data category x AI tool x allowed/prohibited
- Anonymization and pseudonymization rules
- Data minimization guidelines
5. Transparency Notice Templates
What it is: Templates for notifying users who interact with AI systems.
Why it's needed: Article 50 requires transparency — users must know when they are communicating with AI or when content is AI-generated.
What it includes:
- Chatbot AI disclosure
- AI-assisted decision notice
- AI-generated content label
- Opt-out instructions
How Does ComplianceForge AI Help?
ComplianceForge AI automatically generates all 5 documents based on information from the compliance wizard. Documents are personalized for your industry, AI tools, and specific context — ready to present to an auditor or management.