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AI incident – output evidence, human review & remediation decision | Word/PDF/Excel
AI incident – output evidence, human review & remediation decision | Word/PDF/Excel
- File format
- DOCX, PDF, XLSX
- Document language
- Five Swedish work templates and Swedish user guide; English User Guide; Excel in Swedish.
- Number of files
- 7
Digital download. No physical product is shipped.
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About this template
Has an AI system produced an incorrect, risky, or difficult-to-explain result? This Swedish document package helps businesses record what happened, secure AI-specific evidence, have a qualified human review the result, and document remedial or restart decisions. It is a working basis – not an automated regulatory notification or legal approval.
Quick facts: 7 independent documents (5 Swedish working templates, a Swedish guide and an English User Guide) in 7 editable DOCX and 7 corresponding searchable, printable PDFs, plus 1 Swedish XLSX workbook with 9 tabs. A total of 15 files in the intended digital ZIP delivery after manual activation. The PDF files have no interactive fillable fields. Software capable of opening DOCX and XLSX files is required for editing.
Package contents
5 Swedish working documents, 1 Swedish user guide and 1 English User Guide, each available as both Word (.docx) and PDF (.pdf), plus an Excel register (.xlsx). 7 documents, 15 customer files.
What the files contain
Incident report with triage, prompt/output evidence and traceability, human review, supplier notification, corrective action and restart decision. Excel provides consolidated incident, evidence, assessment, notification, action and decision registers with an administrative overview.
Who is the template for?
For those responsible for AI, quality functions, business managers, data protection and IT functions who need to be able to show which AI version was used, what humans actually checked and how the decision to correct it was made. Examples: an incorrectly generated customer response or an AI-assisted selection result that needs to be reviewed.
Choose something else when: you need a technical cybersecurity incident plan, a GDPR notification to the Swedish Authority for Privacy Protection, reporting to an AI authority under applicable regulations, a general AI policy, or a full individual legal investigation. Additional processes and sometimes expert assessment are required here.
Exact file list
| Document | Use | Language/format |
|---|---|---|
| Incident report & triage | Facts, model version, immediate risk and legal control trail | Swedish · DOCX/PDF |
| AI evidence protocol | Prompt, output, timestamps and protected evidence references | Swedish · DOCX/PDF |
| Human review | Fact check, impact and reasoned human decision | Swedish · DOCX/PDF |
| Supplier notification | Request for technical investigation and relevant supporting documentation | Swedish · DOCX/PDF |
| Action and restart decision | Action taken, verified test, remaining risk and signing | Swedish · DOCX/PDF |
| User guide | Steps, checkpoints and legal disclaimers | Swedish · DOCX/PDF |
| English User Guide | Instructions for the Swedish working templates | English · DOCX/PDF |
| AI incident register | 9 tabs, filtered registers and formula-driven overview | Swedish · XLSX |
The Excel register in practice
The tabs are Read Me, Overview, Incidents, Evidence, Assessments, Notifications, Actions, Decisions and Sources. Status lists, date formats and calculated quantities help with administrative follow-up. A registered piece of evidence does not mean it has been reviewed, an action taken does not mean it has been verified, and a notification is not a regulatory notification. Excel does not calculate statutory deadlines or legal conclusions.
Workflow
- Record Incident ID, AI system, known model version and observed effect.
- Create Evidence ID and refer to securely stored prompts, output and logs.
- Perform qualified human review and state the reasons for the review decision.
- Make a separate assessment of any GDPR, AI Act, security or contractual requirements.
- Document supplier contact, actual actions, tests and qualified restart decision.
- Sign relevant documents and archive them with the correct access and retention basis.
Legal prerequisites and important limitations
EU AI Regulation 2024/1689 applies in stages. Specific requirements for high-risk systems in Articles 12, 26 and 73, among others, have application dates that must be checked for each system and role; they do not automatically apply to every AI event in 2026. See especially Article 113 and the European Commission's updated guidance.
In the event of a personal data breach, the Articles 33 and 34 of the GDPR may already require a separate notification or communication. That question and any deadlines must be assessed by the responsible person; this package does not send a notification. Avoid spreading personal data or trade secrets in shared working files.
Difference from related products
The AI Governance Package helps the organization with overall AI governance. AI competence documentation under Article 4 is used for training and competence documentation. This package begins when an actual or suspected AI incident needs to be investigated and documented.
Frequently asked questions
Is the template an official AI Act incident report?
No. It is an internal investigation and evidence basis. Qualified reporting to the correct recipient should be assessed and carried out separately.
Can I edit the PDF files?
PDFs are searchable and printable but lack interactive form fields. Use the Word files for editing.
Are all documents in English?
No. Five working documents, the Swedish guide and Excel are in Swedish. The English User Guide is an English-language instruction for the Swedish files.
Does Excel determine whether an incident is subject to statutory reporting?
No. Excel only shows registered and manually selected administrative statuses. Legal classification and external notification decisions require human review.
Can we document AI hallucinations or discrimination risks?
Yes, as observations and review material. The template does not establish that discrimination or a legal violation has occurred.
Version and transparency
Version 1.0 · AI-assisted legal source review November 10, 2026 · documents technically checked. No independent external legal review or regulatory certification has been performed. Future changes in law and actual applicability need to be checked when the template is used.
