What's the minimum documentation for compliance?

At minimum: AI tool inventory, written policy, training records, and incident logs. For high-risk AI, add risk assessments and system logs.

Can I use existing tools for AI documentation?

Yes. Spreadsheets, shared drives, and existing document management systems work fine for basic record-keeping.

What happens during a compliance inspection?

Inspectors review documentation, interview staff, and examine specific AI deployments. Organized records make inspections smoother.

Quick answer

Deployers must maintain: AI inventory, risk assessments, oversight arrangements, training records, incident reports, vendor documentation, and system logs (minimum 6 months for high-risk AI).

Updated June 2026 · MmowW AI Compliance

AI Documentation Requirements Under the EU AI Act

Understanding the Issue

Deployers must maintain: AI inventory, risk assessments, oversight arrangements, training records, incident reports, vendor documentation, and system logs (minimum 6 months for high-risk AI).

This is a concern that affects businesses of all sizes. Small businesses may face higher relative impact because they have fewer resources to recover from AI-related problems. Understanding the issue is the first step toward managing it effectively.

Deployer Documentation

As a deployer, the EU AI Act requires you to maintain: records of AI systems used and their risk classifications, human oversight arrangements and who is responsible, training records demonstrating AI literacy compliance, incident reports and responses, vendor due diligence documentation, and system logs generated by high-risk AI (minimum 6 months).

These aren't optional — they're legal requirements that may be requested during inspections.

How to Organize

Create a structured filing system: a top-level AI Governance folder with consistent subfolders for each document type. Use standardized naming conventions including dates. Maintain a master index listing all documents and their locations. Ensure at least two people know how to access everything.

Digital storage is recommended — it's easier to search, organize, and share with regulators when needed.

Keeping Records Current

Documentation is only useful if it's up to date. Schedule regular reviews: monthly for incident logs, quarterly for risk assessments and inventory, annually for comprehensive governance review. Update documents immediately when significant changes occur. Version-control your policies so you know what was current at any given time.

Assign documentation responsibility to a specific person to ensure accountability.

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This article is for informational purposes only and does not constitute legal advice. Regulatory requirements change frequently — verify current rules with official sources. Built by Sawai Gyoseishoshi Office, Hiroshima, Japan.