AI literacy record template for Article 4 evidence
Article 4 is already live. Teams do not need a certificate-first approach; they need a record that shows proportionate, role-based AI literacy measures were planned, delivered, and kept current.
What the record should prove
The Commission’s Q&A makes clear that Article 4 does not impose a mandatory certificate, mandatory AI officer, or one fixed training format. A useful record therefore focuses on proportionality: who uses AI, in what context, what they were taught, and what evidence the organisation kept.
- Map audiences by role and AI exposure.
- Document the measure delivered and why it fits the context.
- Keep evidence that the measure happened.
- Set a refresh cadence when tools, workflows, or legal guidance change.
Simple record template
| Record field | What to capture | Practical example |
|---|---|---|
| Audience | Role group, department, and AI systems used | Marketing team using generative tools for public content. |
| Training objective | What people should understand after the measure | Know when AI-generated public content needs review or labelling. |
| Measure delivered | Session, guide, checklist, policy briefing, or workflow walkthrough | 30-minute workflow briefing plus publishing checklist. |
| Evidence retained | Attendance, materials, quiz, acknowledgement, or manager sign-off | Attendance list, slide deck, and signed workflow acknowledgement. |
| Review cadence | When the measure will be refreshed | Quarterly review or after major tool/policy changes. |
How to keep it lightweight
Do not turn the record into a performative compliance binder. Start with the teams that actually use or operate AI systems, especially HR, marketing, support, product, security, legal, and anyone approving customer-facing AI outputs.
- One row per audience is enough for a first pass.
- Attach existing materials instead of rewriting everything.
- Use manager sign-off only where useful.
- Review after material tool or workflow changes.
FAQ
Do we need formal AI literacy certificates?
No official source says Article 4 requires a mandatory certificate. Records and proportional measures are usually more practical than certificate theatre.
Who should own the AI literacy record?
Usually legal, compliance, HR, security, or product governance jointly. The owner matters less than keeping the record current and tied to real AI use.
Turn this reading into an actionable report
Use the free scanner to map your likely role, detect likely obligations, and see which evidence is missing.