{"article":{"id":33456665169815,"url":"https://usebraintrust.zendesk.com/api/v2/help_center/en-us/articles/33456665169815.json","html_url":"https://support.usebraintrust.com/hc/en-us/articles/33456665169815-5-1-EU-AI-Act-Technical-File-Template","author_id":14172914607639,"comments_disabled":false,"draft":false,"promoted":false,"position":20,"vote_sum":0,"vote_count":0,"section_id":31351958244631,"created_at":"2025-07-14T16:08:36Z","updated_at":"2026-01-27T19:22:11Z","name":"5.1 EU AI Act Technical File Template","title":"5.1 EU AI Act Technical File Template","source_locale":"en-us","locale":"en-us","outdated":false,"outdated_locales":[],"edited_at":"2025-12-09T18:16:57Z","user_segment_id":null,"permission_group_id":14173963315351,"content_tag_ids":[],"label_names":[],"body":"<p><strong>System Name:</strong> Braintrust AIR – Automated Interview &amp; Evaluation Platform<br><strong>Use Case:</strong> Candidate screening and evaluation for employment purposes (Annex III, §4 – High-Risk AI)<br><strong>Client:</strong> [Insert Client Name]<br><strong>Prepared By:</strong> [Client IT Admin or Compliance Lead]<br><strong>Date Created:</strong> [Insert Date]<br><strong>Last Updated:</strong> [Insert Date]<br><strong>Version:</strong> 1.0</p><p> </p><h2 id=\"h_01K04V0QYS6RRH0EX0829DAXSN\"><strong>1. System Overview</strong></h2><ul>\n<li>\n<strong>System Description:</strong><br>Braintrust AIR conducts structured, asynchronous video interviews using AI-generated prompts. Candidate responses are evaluated through speech-to-text transcription against predefined job-specific scoring criteria.<br> </li>\n<li>\n<strong>Deployment Scope:</strong><br> <ul>\n<li>Roles: [e.g., Software Engineer, Customer Support Agent]</li>\n<li>Jurisdiction: [EU Countries of deployment]</li>\n<li>Language Support: English, Spanish, German, Dutch, French, Japanese, Italian, Hindi, Portuguese, Russian</li>\n</ul>\n</li>\n<li>\n<strong>Data Types Processed:</strong><br> <ul>\n<li>Candidate first/last name (for identification)</li>\n<li>Interview audio and video (used for transcription)</li>\n<li>Speech-to-text transcript (used for scoring)</li>\n<li>AI-generated scorecards and rankings</li>\n</ul>\n</li>\n</ul><p><strong>2. Risk Management System (Art. 9)</strong></p><ul>\n<li>Risk Assessment Completed: ✅ Yes</li>\n<li>Risk Register Location: [Link to internal document or SharePoint]</li>\n<li>Risk Mitigation Measures:<ul>\n<li>Biannual Bias &amp; Drift Audit (see §8 of AIR Compliance Doc)</li>\n<li>Incident Response Plan (AIR Doc §7)</li>\n<li>Human-in-the-loop review required for all candidate progressions</li>\n</ul>\n</li>\n</ul><p><strong>3. Data Governance &amp; Fairness (Art. 10)</strong></p><ul>\n<li>\n<strong>Bias Mitigation Controls:</strong><ul>\n<li>Structured scoring criteria defined by client</li>\n<li>No use of biometric data (visual/audio features excluded from scoring)</li>\n<li>Demographic-neutral evaluation via transcript-only analysis</li>\n</ul>\n</li>\n<li>\n<strong>Bias Threshold:</strong> Δ ≤ 5% across demographic groups</li>\n<li>\n<strong>Accessibility:</strong> Client-managed accommodations for candidates with disabilities</li>\n<li><a href=\"https://docs.google.com/presentation/d/1NcpZRs0t1HysHEfF1WrkjlWkL5chUOmyRW1lZXqd6EU/edit?slide=id.g3680dc80388_0_69#slide=id.g3680dc80388_0_69\"><strong>Audit Reports</strong></a></li>\n</ul><p><strong>4. Technical Documentation (Art. 11)</strong></p><ul>\n<li>\n<strong>Model Description &amp; Version:</strong><ul><li>[e.g., AIR v1.8.2, LLM-based scoring engine tuned on domain-specific rubric]</li></ul>\n</li>\n<li>\n<strong>Training Data Summary:</strong><ul>\n<li>Curated interview transcript corpus, anonymized, role-specific</li>\n<li>No personal data from EU subjects used in model training</li>\n</ul>\n</li>\n</ul><p><strong>5. Record-Keeping (Art. 12)</strong></p><ul>\n<li>\n<strong>Log Retention:</strong><ul>\n<li>Audit logs (interview timestamps, scoring decisions) retained ≥ 6 years</li>\n<li>Stored in AWS</li>\n</ul>\n</li>\n<li>\n<strong>Storage Location:</strong><ul><li>AWS - USA West Coast </li></ul>\n</li>\n<li>\n<strong>Access Control:</strong><ul><li>Role-based access managed via [SSO/MFA provider]</li></ul>\n</li>\n</ul><p><strong>6. Transparency Measures (Art. 13)</strong></p><ul>\n<li>\n<strong>Candidate Notification:</strong><ul>\n<li>Accessibility and AI usage disclaimer included in interview invite (Appendix A)</li>\n<li>Link to <a href=\"https://support.usebraintrust.com/hc/en-us/articles/31351725378071-Candidates-What-to-Expect-from-a-Braintrust-AIR-Interview\"><span class=\"wysiwyg-underline\">FAQ</span></a>\n</li>\n</ul>\n</li>\n<li>\n<strong>Recruiter Training:</strong><ul>\n<li>Mandatory AIR ethics and usage module (Module 1)</li>\n<li>[Attach training deck or LMS link]</li>\n</ul>\n</li>\n</ul><p><strong>7. Human Oversight Protocol (Art. 14)</strong></p><ul><li>\n<strong>Oversight Controls:</strong><ul>\n<li>AI cannot auto-advance candidates</li>\n<li>Human must review AIR scorecard and video before shortlisting</li>\n</ul>\n</li></ul><p><strong>8. Accuracy, Robustness, and Cybersecurity (Art. 15)</strong></p><ul>\n<li>\n<strong>Performance Validation:</strong><ul><li>Quarterly Alignment Test comparing model outputs with recruiter evaluations</li></ul>\n</li>\n<li>\n<strong>Security Controls:</strong><ul>\n<li>AES-256 encryption (at rest); TLS 1.2+ (in transit)</li>\n<li>SOC 2 compliance (Braintrust); audit IN PROGRES</li>\n<li>Penetration test reports [attached or linked]</li>\n</ul>\n</li>\n</ul><p><strong>9. Conformity Assessment Declaration (Art. 43)</strong></p><ul>\n<li>\n<strong>Assessment Type:</strong> Internal conformity assessment</li>\n<li>\n<strong>Status:</strong> ✅ Completed</li>\n<li>\n<strong>Signed Declaration:</strong><ul>\n<li>[Insert scanned PDF or link]</li>\n<li>Signed by: [Compliance Officer or Legal Representative]</li>\n<li>Date: [Insert Date]</li>\n</ul>\n</li>\n</ul><p><strong>10. Registration in EU AI Database (Art. 51)</strong></p><ul>\n<li>\n<strong>Status:</strong> [☐ Pending / ✅ Completed]</li>\n<li>\n<strong>Upload Date:</strong> [Insert Date]</li>\n<li>\n<strong>Responsible Party:</strong> [Client IT Admin Name]</li>\n<li>\n<strong>Submission Location:</strong> [Link to EU AI Database or export copy]<br><br> </li>\n</ul><h2 id=\"h_01K04V0QZCDDJFMSD1J2KW3PWT\"><span class=\"wysiwyg-font-size-medium\"><strong>Appendix A – Candidate Invite Disclaimer Template</strong></span></h2><p><a href=\"https://support.usebraintrust.com/hc/en-us/articles/33455182520215--How-to-Add-an-Accessibility-Disclaimer-to-Candidate-Interview-Invites\"><span class=\"wysiwyg-underline\">How to Add Disclaimer</span></a></p><p><a href=\"https://support.usebraintrust.com/hc/en-us/articles/33455377115287-Recommended-Invite-Emails\"><span class=\"wysiwyg-underline\">Recommended Inviter Emails</span></a></p><p><strong>Appendix B – Audit Logs</strong></p><p>[Link or attach bias audit, scoring review samples, SIEM extracts]</p><p><strong>Appendix C – Training Material</strong></p><p>[Attach recruiter training slides, usage SOP, and AI governance summary]</p>"}}