What Documentation Should You Get From Your AI Vendor?

Understanding the Issue

Request: system description, data handling practices, compliance certifications, conformity assessment results, accuracy metrics, instructions for use, incident procedures, and compliance contact information.

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.

What to Request

At purchase or subscription, ask for: a description of the AI system and its intended uses, data handling and privacy practices, security certifications and audit results, conformity assessment results (for high-risk AI), accuracy metrics and testing methodology, instructions for use including limitations, incident reporting procedures, and their compliance team's contact information.

Good vendors provide this proactively. If you have to fight for basic documentation, reconsider the vendor.

What to Keep on File

File all vendor documentation in your AI governance folder. Keep the version current — when vendors update their systems or practices, request updated documentation. Maintain correspondence about the system's performance, any issues reported, and vendor responses.

This documentation serves dual purposes: it helps you use the system correctly and it demonstrates vendor due diligence to regulators.

Periodic Review

Review vendor documentation annually to ensure it's still current. Check whether the system has been updated and whether documentation reflects those changes. Verify that the vendor's compliance commitments are being maintained. If documentation becomes outdated or the vendor stops providing updates, this may indicate a risk factor requiring attention.

Vendor documentation is a living file, not a box to check once and forget.

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.