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AI Literacy under AI Act Article 4 – Needs Assessment, Training Records and Monitoring | Word/PDF/Excel
AI Literacy under AI Act Article 4 – Needs Assessment, Training Records and Monitoring | Word/PDF/Excel
- File format
- DOCX, PDF, XLSX
- Document language
- Five Swedish working documents and one Swedish user guide an English User Guide; Excel in Swedish.
- Number of files
- 7
Digital download. No physical product is shipped.
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About this template
Document the company's actual work with AI skills in accordance with Article 4 of the EU AI Act. The package is intended for Swedish employers and other organisations that use AI in their operations and want to map needs, plan measures, record implementation, and monitor skills initiatives. It does not replace an AI policy, individual legal assessment, or practical skills among users.
Quick facts: Swedish use and EU law; seven independent documents, five of which are working documents and the Swedish guide in Swedish, with only the user guide in English. 7 editable Word files (DOCX), 7 corresponding searchable/printable PDF files (not interactive forms), and 1 Excel register (XLSX): a total of 15 customer files. The files are delivered in a ZIP file after separate publication and activation of the digital delivery.
Package contents
Seven document types: needs assessment, role matrix/action plan, implementation/participant acknowledgement, scenario exercises/reflection, monitoring/management decision, Swedish user guide, and English User Guide. Each document is available in DOCX and PDF. An XLSX register with nine work tabs is also included. A total of 15 files, but not 15 different document types.
What the files contain
Practical fields for organisation, AI system and use case, role and experience, needs, responsible person, measure, participation, optional exercise, deviation, review, and monitoring decision. Excel helps to collect and summarise recorded activities; it does not calculate legal compliance.
Who should use the package?
For example, HR managers and AI/IT coordinators introducing generative AI tools; managers who need to monitor knowledge measures for different job roles. For suppliers who need to present a formal certificate for a specific AI system, or for organisations that need a full high-risk assessment, other materials and, if necessary, expert advice are required.
Exact file contents
| Document | Practical function | Language | Format |
|---|---|---|---|
| 1. AI Skills Needs Assessment | Identify roles, AI use, affected persons, and need for measures | Swedish | DOCX + searchable PDF |
| 2. Role Matrix and Action Plan | Link activities, responsibilities, target audience, and timeline to identified needs | Swedish | DOCX + searchable PDF |
| 3. Implementation and Participant Acknowledgement | Document activity, date, content, and participation without issuing a legal certificate of competence | Swedish | DOCX + searchable PDF |
| 4. Scenario Exercises and Reflection | Practical exercises for safe use and human oversight; optional exercise assessments | Swedish | DOCX + searchable PDF |
| 5. Monitoring and Management Decision | Monitor remaining needs, deviations, supplements, and responsible decisions | Swedish | DOCX + searchable PDF |
| 6. User Guide | Step-by-step instructions and situations where individual assessment is required | Swedish | DOCX + searchable PDF |
| 7. User Guide | English instructions for the Swedish documents; not an English translation of the templates | English | DOCX + searchable PDF |
| 8. AI Skills Action Register | Nine Excel tabs for AI systems, roles, needs, measures, participation, exercises, and monitoring | Swedish | XLSX |
The Excel tool – how does it work?
The tabs are named Home, AI Systems, Roles, Needs Analysis, Measures, Participation, Exercises, Monitoring, and Sources and Guide. They contain organised input columns, status options, and an overview with formulas that count recorded rows. Recorded activity does not mean completed, approved, or sufficient training unless the organisation assesses the materials.
How the documents are used
- Inventory AI systems and use cases.
- Describe roles, previous experience, risks, and need for support.
- Plan suitable training or support measures and appoint responsible persons.
- Document what has actually been completed and who participated.
- Review exercises and real-world use experiences; plan supplements.
- Monitor changes in AI tools, roles, or operational conditions, and record decisions.
Legal requirements and limitations
EU Regulation 2024/1689, Article 4, in the consolidated version after the 2026 amendments concerns measures to support AI skills among staff and others who handle AI on behalf of the organisation. Appropriate scope depends on factors including prior knowledge, training, experience, use of AI systems, and affected persons. There is no general mandatory certificate or fixed knowledge test for all users. See also the European Commission's guidance on AI literacy.
Personal data regarding participation must only be processed with a valid legal basis, appropriate data protection, and reasonable retention in accordance with the GDPR. These templates do not create automatic notifications to authorities, certificates, or guarantees of compliance. Also assess other AI Act requirements and employment law issues separately.
Difference from an AI policy
An AI policy states the organisation's rules of use; this package documents skills needs and actual support measures. A broader AI Governance package covers more AI governance issues.
Frequently asked questions
Is an AI skills certificate mandatory?
No. Article 4 does not prescribe a general individual certificate. The documentation can, however, help the organisation monitor and explain its measures.
Does the package provide ready-made compliance with the AI Act?
No. It contains administrative materials and instructions that must be adapted to the organisation's AI systems, roles, and risks.
Are the templates in English?
No. The working documents are in Swedish. Only a separate user guide provides instructions in English.
Can the PDF files be filled in directly?
The PDF files are searchable and printable but are not interactive forms; use DOCX for editing.
Sources and version information
Document version: 1.0, November 9, 2026. Legal source review: AI-assisted review of Article 4 of the current consolidated EU text and the European Commission's guidance on November 9, 2026. No independent external legal review or regulatory approval has been performed. The delivery is a document package, not legal advice.
