AI Literacy Documentation: How Businesses Can Organise Their EU AI Act Readiness

Artificial intelligence is helping businesses automate processes, improve productivity and develop new digital services. However, introducing AI into the workplace also creates a need for appropriate knowledge, guidance and governance.

For organisations operating in Europe, AI literacy is an important consideration under Article 4 of the EU AI Act. Providers and deployers must take measures to ensure, to their best extent, a sufficient level of AI literacy among their staff and other people dealing with AI systems on their behalf.

Businesses can approach this requirement more effectively by connecting AI literacy activities with their existing operational processes.

Why AI literacy documentation matters

AI literacy documentation helps organisations organise information about the learning measures they select and the people those measures are intended to support.

Rather than treating training as an isolated HR activity, companies can connect it with AI system inventories, employee responsibilities and broader AI governance processes.

This approach can be especially useful for technology companies that use several AI tools across different departments.

Five areas businesses should consider

1. AI system identification

Create an overview of the AI systems used or developed by the organisation. Record relevant information about their purpose, ownership and business context.

2. Role-based learning needs

Identify the teams and individuals who interact with AI systems. Their training needs may differ according to their responsibilities, experience and the context of use.

3. Training activities and resources

Select appropriate learning measures, such as workshops, practical guidance or internal training materials. Keep relevant records of activities provided.

4. Documentation and supporting evidence

Organise useful records of training activities, learning materials and follow-up decisions. The level of documentation should reflect the organisation's needs and governance approach.

5. Ongoing review

Review AI literacy measures when relevant changes occur, including the introduction of new systems or changes in how existing systems are used.

Connecting AI literacy with AI governance

AI literacy is one element of a broader AI governance approach. Businesses may also need processes for AI inventory management, risk classification, documentation, human oversight and other applicable requirements.

AI compliance software can help teams coordinate these activities and organise relevant information. However, technology should support sound governance practices rather than replace legal assessment or organisational responsibility.

Conclusion

A practical AI literacy approach starts with understanding how AI is used across the business. By identifying relevant systems, assessing learning needs and maintaining useful records, organisations can make their AI governance activities easier to manage.

For more detailed guidance, read the AnnexOps resource on AI Literacy Documentation: What Should Companies Record?.

AnnexOps supports businesses in structuring AI compliance and governance workflows, helping teams organise relevant activities as their use of AI develops.