{"id":88959,"date":"2026-06-17T08:00:00","date_gmt":"2026-06-17T06:00:00","guid":{"rendered":"https:\/\/www.mitsm.de\/wissen\/welche-dokumentationspflichten-gelten-fuer-ki-systeme-in-der-eu\/"},"modified":"2026-08-21T10:57:31","modified_gmt":"2026-08-21T08:57:31","slug":"welche-dokumentationspflichten-gelten-fuer-ki-systeme-in-der-eu","status":"publish","type":"knowledge","link":"https:\/\/www.mitsm.de\/wissen\/welche-dokumentationspflichten-gelten-fuer-ki-systeme-in-der-eu\/","title":{"rendered":"Welche Dokumentationspflichten gelten f\u00fcr KI-Systeme in der EU?"},"content":{"rendered":"<p>The <strong>EU AI Act<\/strong> is the world&#8217;s first comprehensive legal framework for regulating artificial intelligence. It requires companies that develop or deploy AI systems to maintain documentation covering how the system works, what it is used for, and how risks are managed.<\/p>\n<p>Once you understand which systems are affected, which documents are required, and who is responsible, you will quickly see that AI compliance is manageable. This article answers the most important questions about technical documentation under the AI Act.<\/p>\n<h2>What are the documentation obligations for AI systems under the EU AI Act?<\/h2>\n<p>The EU AI Act requires providers and operators to create and retain technical documents, risk analyses, logs, and conformity assessments. The goal is transparency and traceability for authorities and users.<\/p>\n<p>The requirements depend on risk classification: high-risk AI is subject to the strictest obligations, systems with low risk often need only meet basic transparency requirements, and prohibited AI systems may not be deployed in the EU.<\/p>\n<h2>Which AI systems are subject to special documentation obligations?<\/h2>\n<p>Special obligations apply primarily to high-risk AI systems. Annex III of the EU AI Act lists specific application areas, including law enforcement, education, healthcare, credit scoring, and human resources. High-risk applications include:<\/p>\n<ul>\n<li>Biometric identification systems<\/li>\n<li>AI in critical infrastructure such as energy or water supply<\/li>\n<li>Automated decision-making systems in public authorities<\/li>\n<li>AI-assisted applicant screening and performance evaluation in HR<\/li>\n<li>Medical diagnostic tools and risk assessments<\/li>\n<li>AI in law enforcement and border control<\/li>\n<\/ul>\n<p>General-purpose AI models (GPAI) such as large language models are also subject to their own documentation obligations: providers must describe training procedures, datasets, and performance limitations.<\/p>\n<h2>Which technical documents must be created for high-risk AI?<\/h2>\n<p>The technical documentation must be sufficiently complete to allow authorities to assess the system&#8217;s conformity. It must include at least:<\/p>\n<ol>\n<li><strong>General description of the system:<\/strong> Purpose, scope of use, functionality, and development status<\/li>\n<li><strong>Risk management system:<\/strong> Documentation of identified risks and measures taken<\/li>\n<li><strong>Data and data governance:<\/strong> Origin, composition, and quality assurance of training data<\/li>\n<li><strong>Logging capabilities:<\/strong> Automatic recording of events during operation<\/li>\n<li><strong>Transparency and user information:<\/strong> Clear operating instructions for operators<\/li>\n<li><strong>Human oversight:<\/strong> Description of measures for human supervision<\/li>\n<li><strong>Accuracy, robustness, and cybersecurity:<\/strong> Evidence of performance metrics and security measures<\/li>\n<li><strong>Conformity assessment:<\/strong> Proof of compliance with the requirements of the AI Act<\/li>\n<\/ol>\n<h2>Who is responsible for AI documentation \u2014 the provider or the operator?<\/h2>\n<p>Primary responsibility lies with the provider who develops and places the AI system on the market. Providers create the complete technical documentation, carry out the conformity assessment procedure, and affix the CE marking.<\/p>\n<p>Operators must use the system for its intended purpose, ensure human oversight, and retain operational logs for at least six months. There is a reporting obligation in the event of significant risks or incidents. Important: anyone who substantially modifies or repurposes an AI system becomes a provider themselves and assumes full documentation obligations.<\/p>\n<h2>How long must AI documentation be retained?<\/h2>\n<p>Providers must retain technical documentation for high-risk AI for at least ten years after the system is placed on the market. Operators must retain operational logs for at least six months, unless longer statutory retention periods apply. For GPAI models, the documentation obligation applies for the entire lifetime of the model.<\/p>\n<h2>What penalties apply for missing or inadequate AI documentation?<\/h2>\n<p>Violations of documentation obligations can be sanctioned with fines of up to 15 million euros or three percent of global annual turnover. In cases of particularly serious violations \u2014 such as the use of prohibited AI systems \u2014 fines can rise to up to 35 million euros or seven percent of annual turnover. Ignorance is no protection: anyone who deploys or develops AI systems in the EU must actively engage with the requirements.<\/p>\n<h2>How we support you on AI compliance and documentation obligations<\/h2>\n<p>With our <a href=\"https:\/\/www.mitsm.de\/schulung\/ki-kompetenz\/\">training courses in AI competence<\/a>, we prepare professionals and managers specifically for the requirements of AI regulation:<\/p>\n<ul>\n<li>Practical training on the EU AI Act and its documentation obligations<\/li>\n<li>Courses on AI governance, risk management, and compliance<\/li>\n<li>Certifications through ICO-Cert as a recognised certification partner<\/li>\n<li>Flexible formats: in-person training, online live sessions, or in-house seminars<\/li>\n<\/ul>\n<p>Would you like to get your team ready for AI regulation? <a href=\"https:\/\/www.mitsm.de\/\">Find out more about our training offering<\/a> and get in touch with us directly.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>EU AI Act verpflichtet Unternehmen zur KI-Dokumentation \u2013 erfahren Sie, welche Pflichten konkret gelten und was bei Verst\u00f6\u00dfen droht.<\/p>\n","protected":false},"featured_media":77392,"parent":0,"menu_order":0,"template":"","tags":[],"knowledge_taxonomy":[3926],"class_list":["post-88959","knowledge","type-knowledge","status-publish","has-post-thumbnail","hentry","knowledge_taxonomy-wissenssammlung-kuenstliche-intelligenz"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Welche Dokumentationspflichten gelten f\u00fcr KI-Systeme in der EU? 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