Question 1

What should an AI training record contain for Article 4?

Accepted Answer

At minimum: who was trained, in what role, on which content, on what date, and with what result (score or pass/fail plus certificate where issued). Add the follow-up action if someone did not complete or pass, so the record shows an ongoing process rather than a one-time event.

Question 2

Are training records mandatory under Article 4 of the EU AI Act?

Accepted Answer

Article 4 does not prescribe a specific format. It requires measures supporting the development of AI literacy and does not require a guaranteed individual level. Records are the practical way to show that appropriate, role-based measures were taken, which is the question a supervisor or auditor will ask.

Question 3

Is a certificate required to prove AI literacy?

Accepted Answer

No. The European Commission has clarified that there is no certificate requirement under Article 4. A certificate is useful supporting evidence, but the stronger proof is a complete dossier: an AI inventory, a role matrix, training records per employee and periodic management reporting.

Question 4

How long should we keep AI training records?

Accepted Answer

There is no fixed retention period in Article 4. A practical approach is to keep records for as long as the employee works with AI systems in that role, plus your standard retention period for compliance documentation, so you can reconstruct the training history if questions arise later.

Question 5

Do training records need to differ per role?

Accepted Answer

Yes. Article 4 measures should reflect role and context: someone administering AI models needs different support than a marketing team using generative AI. Record per employee which role-based learning path they completed, so the evidence matches the risk of their actual AI use.

Question 6

Can this be automated instead of maintained in Word?

Accepted Answer

Yes. Use this document as a human-readable starting point and map the same fields to your learning or governance system when the number of people grows. Keep stable employee, role, measure, completion and review identifiers so the evidence remains exportable and auditable.

AI Training Records

What is included

Use the template as an evidence structure

Frequently asked questions about AI Training Records