Deployer evidence
EU AI Act deployer documentation pack
A deployer pack should reflect the system, role and applicable duties. It is an evidence index with controlled records—not a static bundle that proves compliance by existing.
Prepared by EU AI Fit editorial team · Published 24 August 2026 · Source review 31 August 2026 · Page updated 24 September 2026
Role, purpose and approved use
Retain the provider and product details, intended-purpose statement, deployment context, role rationale, classification, approved configuration, prohibited uses and accountable owner.
Instructions, competence and oversight
Keep current supplier instructions, operating procedures, human-oversight authority, competence and AI-literacy evidence, user briefings and escalation routes.
Operation, monitoring and incidents
Index logs under the deployer's control, input-data responsibilities where applicable, monitoring indicators, provider notifications, incidents, corrective actions and material-change reassessments.
- Supplier and model version
- Approved operating limits
- Oversight and intervention record
- Monitoring and incident chronology
- Evidence review dates
Linked assessments and communications
Connect any DPIA, FRIA, worker or representative information, affected-person notices, public authority registration and transparency disclosures required for the use.
Build an index, not a second uncontrolled document store
Give each record a reference, owner, version, access boundary and review date. Point to the controlled original rather than distributing multiple editable copies. Separate ‘not applicable, with reasons’ from ‘not yet obtained’. Set retention by the applicable requirement and data-protection context rather than applying one generic period to everything.
In this scenario: evidence from a previous release
A reviewer opens a support-system pack and finds that the instructions describe version 2, while operations is using version 3. The old instructions remain in history, but cannot establish the present operating position. The owner requests the new instructions, reviews changed limitations, updates the briefing and records which users need to acknowledge it. A neat PDF would not have revealed this gap without version-level checks.
Deployer evidence index — working template
Use the download to record the relevant system, applicability, controlled evidence location, version, reviewer and next action. Article 26 concerns high-risk deployers; do not represent every suggested record as mandatory for every AI tool.
Download editable worksheet (CSV)No email or account required. Includes response, evidence, owner, review and follow-up columns for your team. This is a working aid, not an official form or proof of compliance.
On smaller screens, scroll the table horizontally or download the worksheet.
| Record | What the reviewer needs to establish | Suggested evidence |
|---|---|---|
| Scope and role | Which use, organisation and duties the pack covers | Inventory, approved role/classification and source rationale |
| Provider instructions | The actual deployed version is supported | Current instructions, configuration and release reference |
| Oversight | Named people can understand, challenge and intervene | Approved procedure, authority, competence and test record |
| Inputs | Input responsibilities within the deployer's control are understood | Data checks, responsibility boundary and exceptions |
| Logs | Available logs can support investigation with controlled access | Access and retention decision, sample retrieval and responsible owner |
| Monitoring | Operational limits have observable checks | Indicators, thresholds, review notes and escalation actions |
| Incident handling | Facts, notifications and corrective decisions can be reconstructed | Chronology, provider contact, rationale and follow-up |
| People and notices | Relevant staff and affected people receive appropriate information | Briefings, notices, accessibility checks and applicability reasons |
| Linked assessments | Relevant privacy, fundamental-rights or registration work is addressed | Assessment reference or documented non-applicability decision |
| Approval and change | The pack represents a dated, bounded decision | Approver, limitations, review trigger and evidence index version |
Recommended next step
Create the evidence index from applicable obligations, link records already held and turn every missing or stale item into owned work.
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