What records should I keep, exactly?
There is no central EU register to file, and no one official form for a shop using everyday AI tools. Keep a dated list of the tools you use, how staff were shown their limits, and how you tell people when AI is involved.
Answered by GlassBots' AI assistant — not a person, not legal advice. We review new questions and publish them as permanent answers.
There is no central EU register to file, and no one official form for a shop using everyday AI tools.
Keep a dated list of the tools you use, how people were shown their limits, and how you tell others when AI is involved. A list you cannot prove existed last month is a weak record. High-risk systems have extra logging; most shops using a writing assistant are not in that set.
This is general information, not legal advice.
What the law actually says
"Providers and deployers of AI systems shall take measures to ensure, to their best extent, a sufficient level of AI literacy of their staff and other persons dealing with the operation and use of AI systems on their behalf."
Amended. The Digital Omnibus on AI (Regulation (EU) 2026/1744, in force 27 July 2026) replaced Article 4. The duty is now to take measures to support the development of AI literacy, and it does not require you to guarantee any particular level. The quote above is the original wording — the European Commission has not yet published the consolidated text. We will quote it here the day they do.
— EU AI Act, Article 4 (original wording, amended 2026) (Regulation (EU) 2024/1689) · eur-lex.europa.eu"Providers and deployers of AI systems shall take measures to support the development of AI literacy of their staff and other persons dealing with the operation and use of AI systems on their behalf […]. This obligation does not require providers or deployers to guarantee any specific level of AI literacy of any individual."— Article 4(1) as replaced by Regulation (EU) 2026/1744, Article 1(5)
In plain words
- For ordinary chatbot use, the useful pack is: an inventory of tools, a short literacy note, and a note of how you disclose AI to customers.
- Article 50 does not hand you a filing template. It asks that people are informed and that generated content can be detected where that article applies.
- High-risk systems have extra logging and record duties (Chapter III). Most small shops using a writing assistant are not in that set.
- Date the notes. A list you cannot prove existed last month is a weak record.
- Scans your computer and lists every AI tool your business actually uses.
- Checks your settings files for the transparency basics and produces a plain-language readiness report.
- Runs in your browser, free, nothing uploaded.
- Every month: re-scan, and the report can be updated each month — "what changed since last check" is written for you.
- Your records build into a printable readiness pack: tool inventory, training journal, disclosure checklist.
- Keeps the dated history an inspector would ask to see.
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Readiness guidance, not legal advice. GlassBots checks your own computer — nothing leaves it.