Sample · Acme Robotics · May 2026

Executive Summary

Acme Robotics operates 7 AI systems across customer support, hiring, marketing, sales, and engineering. One system — the resume screening assistant — falls into the EU AI Act high-risk category under Annex III §4 (employment), with conformity-assessment and documentation obligations. Two systems carry Article 50 transparency duties. The remaining four are minimal-risk informational uses. Documentation completeness sits at 67%, with four open items concentrated around the high-risk system.

AI System Inventory

Risk Classification

• Customer support chatbot

  Limited

  First-line support automation. Role: Deployer.

• Resume screening assistant

  Possible High-Risk

  Initial CV ranking + filtering. Role: Provider.

• Marketing content generator

  Low

  Blog & ad-copy drafting. Role: Deployer.

• Internal sales scoring

  Needs Review

  Opportunity prioritization. Role: Deployer.

• General AI assistants

  Low

  Internal research & drafting. Role: Deployer.

• Workflow automation

  Low

  Cross-tool task orchestration. Role: Deployer.

• Code assistant

  Low

  IDE code suggestions for engineers. Role: Deployer.

Documentation Gaps

• ☐Annex IV technical documentation — resume screening assistant
• ☐Article 14 human oversight evidence — resume screening assistant
• ☐Conformity assessment plan — resume screening assistant
• ☐Internal sales scoring tier classification confirmed
• ✓Article 50 disclosure on customer chatbot
• ✓Vendor records for all third-party AI tools
• ✓AI register populated and current
• ✓Risk register reviewed quarterly
• ✓Privacy / DPA review for Intercom Fin
• ✓Privacy / DPA review for Salesforce Einstein
• ✓Employee AI literacy briefing delivered
• ✓Annual AI policy review scheduled

Human Oversight

Human oversight is documented for the resume screening assistant. Two reviewers must sign off on any rejection. Median review time: 4 minutes. Reviewers can override the AI's recommendation at any point with a documented rationale.

Vendors & Third-Party AI

• Intercom Fin

  First-line support automation

• Jasper

  Blog & ad-copy drafting

• Salesforce Einstein

  Opportunity prioritization

• ChatGPT Team

  Internal research & drafting

• Zapier AI

  Cross-tool task orchestration

• GitHub Copilot

  IDE code suggestions for engineers

Recommended Next Steps

1. 1. Finish Annex IV technical documentation

   Complete the technical file for the resume screening assistant — model architecture, training data, performance metrics, intended purpose, oversight measures.

2. 2. Capture Article 14 oversight evidence

   Document who reviews flagged candidates, the median review time, and how reviewers can override the AI.

3. 3. Confirm tier on the sales scoring tool

   Run a 30-minute classification interview to determine whether the Einstein-based scoring is high-risk under Annex III §1 or limited risk.

4. 4. Plan conformity assessment timeline

   Decide between internal control (Annex VI) and notified body (Annex VII) routes; align with August 2026 deadline.

5. 5. Schedule the next quarterly AI register review

   Lock the recurring 90-minute review on the company calendar; assign to the AI compliance lead.