AI Transparency Standard

Document Type: Standard
Standard ID: STD-AI-006
Standard Title: AI Transparency Standard
Version: 1.0
Effective Date: 2025-08-01
Next Review Date: 2026-08-01
Review Frequency: Annually or upon regulatory change
Parent Policy: POL-AI-001 - Artificial Intelligence Policy
Owner: Product Director
Approved By: AI Governance Committee Chair
Status: Draft
Classification: Internal Use Only

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TABLE OF CONTENTS

1. Document History
2. Objective
3. Scope and Applicability
4. Control Standard
5. Supporting Procedures
6. Compliance
7. Roles and Responsibilities
8. Exceptions
9. Enforcement
10. Key Performance Indicators (KPIs)
11. Training Requirements
12. Definitions
13. Link with AI Act and ISO42001

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DOCUMENT HISTORY

Version	Date	Author	Changes	Approval Date	Approved By
0.1	2025-06-30	Product Director	Initial draft	-	-
0.2	2025-07-15	Product Director	Added Article 50 details	-	-
0.3	2025-07-28	Product Director	Incorporated user feedback	-	-
1.0	2025-08-01	Product Director	Final version approved - GRC restructured	2025-07-25	Jane Doe, AI Governance Committee Chair

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OBJECTIVE

This standard defines requirements for providing clear, comprehensive information to deployers and users about AI system capabilities and limitations in compliance with EU AI Act Articles 13 and 50.

Primary Goals:

• Provide comprehensive instructions for use to deployers per Article 13
• Ensure users are aware they are interacting with AI per Article 50
• Enable users to understand AI decisions through explainability

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SCOPE AND APPLICABILITY

2.1 Mandatory Applicability

This standard is mandatory for:

• All high-risk AI systems (EU AI Act Article 13)
• AI systems with transparency obligations (EU AI Act Article 50)
• All deployers and end users

2.2 Recommended Applicability

This standard is recommended for:

• All AI systems for best practices
• Limited-risk and minimal-risk AI systems (voluntary transparency)

2.3 Transparency Requirements Covered

• Instructions for Use (Article 13)
• User transparency disclosures (Article 50)
• Explainability and decision explanations
• Transparency notice design and implementation

2.4 Out of Scope

• General product documentation (covered by product documentation standards)
• Non-AI system transparency (covered by other transparency standards)
• Transparency outside EU AI Act scope

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CONTROL STANDARD

Control TRANS-001: Instructions for Use Content

Control ID: TRANS-001
Control Name: Instructions for Use Creation and Distribution
Control Type: Preventive
Control Frequency: Per high-risk AI system, after substantial modifications
Risk Level: High

Control Objective

Provide comprehensive instructions for use to deployers per Article 13(3) to ensure deployers understand AI system characteristics, capabilities, limitations, and proper use, enabling safe and effective deployment.

Control Requirements

CR-001.1: Complete Instructions for Use

Create and distribute complete Instructions for Use containing all required elements per Article 13(3).

Required Elements (Article 13(3)):

Element	Description	Mandatory	Example
Provider Identity	Identity and contact details of provider	YES	Company name, address, contact
Characteristics	Characteristics, capabilities, and limitations	YES	Detailed description
Performance Metrics	Accuracy, robustness metrics	YES	Accuracy: 95%, robustness: 92%
Changes and Updates	Information about changes and updates	YES	Update history, change log
Human Oversight	Human oversight measures	YES	Oversight procedures, triggers
Expected Lifetime	Expected lifetime of AI system	YES	5 years, maintenance schedule
Maintenance and Care	Maintenance and care instructions	YES	Maintenance procedures, schedules
Installation	Installation instructions	RECOMMENDED	Step-by-step installation guide (best practice, not required by Art. 13(3))
Technical Specifications	Technical specifications	YES	Hardware, software requirements
Intended Purpose	Intended purpose and use cases	YES	Purpose statement, use cases
Foreseeable Misuse	Reasonably foreseeable misuse	YES	Misuse scenarios, prevention
Known Risks	Known risks and mitigation measures	YES	Risk list, mitigation strategies
Training Requirements	Training requirements for deployers	RECOMMENDED	Training courses, certifications (best practice, not a discrete Art. 13(3) requirement)

Mandatory Actions:

• Create Instructions for Use per Article 13(3)
• Include all required elements
• Use clear, understandable language
• Obtain legal review
• Obtain Product Director approval
• Distribute to deployers before deployment
• Maintain distribution records

Evidence Required:

• Instructions for Use document (TECH-AI-IFU-XXX)
• Completeness checklist (completed)
• Legal review records
• Approval records
• Distribution records
• Deployer acknowledgment records

Audit Verification:

• Verify Instructions for Use created for all high-risk AI
• Confirm all required elements included
• Check legal review completed
• Validate approval obtained
• Verify distribution to deployers
• Check deployer acknowledgments received

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Control TRANS-002: Instructions for Use Updates

Control ID: TRANS-002
Control Name: Instructions for Use Maintenance and Updates
Control Type: Preventive
Control Frequency: As triggered by changes
Risk Level: Medium

Control Objective

Keep Instructions for Use current and accurate by updating them when AI system changes occur, ensuring deployers always have current information about AI system capabilities, limitations, and risks.

Control Requirements

CR-002.1: Change-Driven Updates

Update Instructions for Use promptly when changes occur.

Update Triggers:

• Substantial modifications to AI system
• Changes to intended purpose
• New risks identified
• Changes to capabilities or limitations
• Changes to performance metrics
• Changes to human oversight measures
• Changes to maintenance requirements
• Regulatory requirement changes

Mandatory Actions:

• Monitor for update triggers
• Assess impact on Instructions for Use
• Update affected sections
• Maintain version history
• Obtain approval for updates
• Communicate updates to deployers
• Track deployer acknowledgments
• Update within 30 days of change

Update Communication Process:

1. Identify change requiring update
2. Update Instructions for Use
3. Obtain approval
4. Notify all deployers
5. Provide updated Instructions for Use
6. Track acknowledgments
7. Follow up with non-acknowledgers

Evidence Required:

• Updated Instructions for Use (versioned)
• Update notifications sent
• Deployer acknowledgments
• Version history
• Approval records
• Update completion records

Audit Verification:

• Verify Instructions for Use updated within 30 days of changes
• Confirm all affected sections updated
• Check deployers notified
• Validate acknowledgments tracked
• Verify version history maintained

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Control TRANS-003: AI Disclosure to Users

Control ID: TRANS-003
Control Name: User AI Disclosure Implementation
Control Type: Preventive
Control Frequency: Continuous, at each user interaction
Risk Level: High

Control Objective

Ensure users are aware they are interacting with AI per Article 50 to enable informed decision-making and protect user rights, preventing deception and ensuring transparency.

Control Requirements

CR-003.1: Mandatory AI Disclosure

Implement AI disclosure notices per Article 50 requirements.

Disclosure Requirements (Article 50):

AI System Type	Disclosure Requirement	When	Format
Chatbots/Conversational AI	Inform users they are interacting with AI (unless obvious)	Before or at start of interaction	Text notice, audio announcement
Synthetic Content	Label AI-generated content (deepfakes, etc.)	With content	Visible label, watermark
Emotion Recognition	Inform users of emotion recognition use	Before use	Clear notice, consent
Biometric Categorization	Inform users of biometric categorization	Before use	Clear notice, consent

Mandatory Actions:

• Implement AI disclosure notices
• Display prominently (before or at interaction)
• Use clear, understandable language
• Obtain user acknowledgment (where required)
• Document disclosure
• Monitor disclosure effectiveness

Disclosure Design Requirements:

• Clear and understandable language
• Prominent display (visible, not hidden)
• Timely (before or at interaction)
• Accessible format (WCAG 2.1 AA)
• Multiple languages if needed
• Persistent (for ongoing interactions)

Evidence Required:

• Transparency notices (NOTICE-AI-TRANS-XXX)
• Disclosure screenshots/recordings
• User acknowledgment logs
• Disclosure effectiveness metrics
• Accessibility verification records

Audit Verification:

• Verify AI disclosure implemented for all applicable AI systems
• Confirm disclosure displayed prominently
• Check clear language used
• Validate user acknowledgments obtained (where required)
• Verify accessibility requirements met

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Control TRANS-004: Transparency Notice Design

Control ID: TRANS-004
Control Name: Transparency Notice Design and Implementation
Control Type: Preventive
Control Frequency: Per AI system, continuous monitoring
Risk Level: Medium

Control Objective

Design and implement effective transparency notices that are clear, prominent, accessible, and understandable to ensure users are properly informed about AI use.

Control Requirements

CR-004.1: Notice Design and Testing

Design transparency notices following best practices and test with users.

Design Requirements:

Requirement	Specification	Implementation
Clarity	Clear, understandable language (grade 8 reading level)	Plain language review
Prominence	Visible, not hidden (above fold, sufficient size)	UI/UX design guidelines
Timeliness	Before or at interaction	Implementation timing
Accessibility	WCAG 2.1 AA compliant	Accessibility testing
Languages	Multiple languages if needed	Translation services
Persistence	Persistent for ongoing interactions	UI implementation

Mandatory Actions:

• Design transparency notices
• Test with users (usability testing)
• Implement in UI/UX
• Verify visibility and prominence
• Test accessibility (WCAG 2.1 AA)
• Monitor effectiveness
• Update based on feedback

User Testing Requirements:

• Test with representative users
• Verify notice visibility
• Verify notice understandability
• Verify notice effectiveness
• Document test results
• Implement improvements

Evidence Required:

• Transparency notice designs
• User testing results
• Implementation verification
• Accessibility test results
• Effectiveness metrics
• User feedback records

Audit Verification:

• Verify transparency notices designed
• Confirm user testing conducted
• Check accessibility requirements met
• Validate notices implemented in UI
• Verify effectiveness monitored

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Control TRANS-005: Decision Explainability

Control ID: TRANS-005
Control Name: AI Decision Explanations and Explainability
Control Type: Preventive
Control Frequency: On-demand, when requested
Risk Level: Medium

Control Objective

Enable users to understand AI decisions by providing explanations when requested, supporting user rights to explanation and enabling informed decision-making.

Control Requirements

CR-005.1: Explanation Capability

Implement explanation capability for AI decisions.

Explanation Requirements:

Requirement	Specification	Implementation
On-Demand	Provide explanations when requested	Explanation API/UI
Key Factors	Explain key factors influencing decision	Feature importance, decision factors
Understandable	Use understandable language	Plain language, visualizations
Human Review	Enable human review of decisions	Human review process
Timely	Provide explanations promptly	Response time < 5 seconds

Explanation Content:

• Decision outcome
• Key factors influencing decision
• Confidence/probability scores
• Alternative outcomes considered
• Data used in decision
• Model version used

Mandatory Actions:

• Implement explanation capability
• Design explanation format
• Test understandability with users
• Enable on-demand access
• Monitor explanation usage
• Improve explanations based on feedback

Explanation Formats:

• Text explanations
• Visual explanations (charts, graphs)
• Interactive explanations
• Step-by-step explanations
• Summary and detailed views

Evidence Required:

• Explanation capability documentation
• Explanation examples
• User testing results
• Explanation usage metrics
• User feedback records
• Improvement records

Audit Verification:

• Verify explanation capability implemented
• Confirm explanations provided on-demand
• Check explanations understandable
• Validate human review enabled
• Verify explanation usage monitored

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SUPPORTING PROCEDURES

This standard is implemented through the following detailed procedures:

Procedure PROC-AI-TRANS-001: Instructions for Use Creation Procedure

Purpose: Define step-by-step process for creating Instructions for Use
Owner: Product Director
Implements: Controls TRANS-001, TRANS-002

Procedure Steps:

1. Gather AI system information
2. Create Instructions for Use template
3. Complete all required elements - Control TRANS-001
4. Conduct legal review
5. Obtain approval
6. Distribute to deployers
7. Track acknowledgments
8. Update as needed - Control TRANS-002

Outputs:

• Complete Instructions for Use
• Distribution records
• Acknowledgment records

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Procedure PROC-AI-TRANS-002: Transparency Notice Implementation Procedure

Purpose: Define process for implementing transparency notices
Owner: Product Director
Implements: Controls TRANS-003, TRANS-004

Procedure Steps:

1. Identify AI system type requiring disclosure
2. Design transparency notice - Control TRANS-004
3. Test with users
4. Implement in UI/UX - Control TRANS-003
5. Verify visibility and accessibility
6. Monitor effectiveness
7. Update based on feedback

Outputs:

• Transparency notices
• User testing results
• Implementation verification
• Effectiveness metrics

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Procedure PROC-AI-TRANS-003: Transparency Information Update Procedure

Purpose: Define process for updating transparency information
Owner: Product Director
Implements: Control TRANS-002

Procedure Steps:

1. Monitor for update triggers
2. Assess impact on transparency information
3. Update Instructions for Use
4. Update transparency notices (if needed)
5. Obtain approval
6. Communicate updates
7. Track acknowledgments

Outputs:

• Updated transparency information
• Update notifications
• Acknowledgment records

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COMPLIANCE

5.1 Compliance Monitoring

Monitoring Approach: Continuous automated monitoring supplemented by monthly manual reviews and quarterly comprehensive audits.

Compliance Metrics:

Metric	Target	Measurement Method	Frequency	Owner
Instructions for Use Completeness	100%	% of high-risk AI with complete Instructions for Use	Monthly	Product Director
Instructions for Use Currency	100%	% of Instructions for Use current (< 1 year old)	Monthly	Product Director
Transparency Notice Display Rate	100%	% of user interactions with disclosure	Daily	Product Director
User Awareness	≥90%	% of users aware of AI use (survey)	Quarterly	Product Director
Update Timeliness	100%	% of updates completed within 30 days	Monthly	Product Director
Explanation Availability	100%	% of AI systems with explanation capability	Quarterly	Product Director
Accessibility Compliance	100%	% of notices meeting WCAG 2.1 AA	Quarterly	Product Director

Monitoring Tools:

• Transparency Dashboard
• User Survey Results
• Compliance Reports
• Monthly compliance reports
• Quarterly AI Governance Committee reviews

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5.2 Internal Audit Requirements

Audit Frequency: Annually (minimum)

Audit Scope:

• Instructions for Use completeness and quality
• Instructions for Use currency
• Transparency notice implementation
• Transparency notice effectiveness
• Explanation capability implementation
• Accessibility compliance
• Controls effectiveness (TRANS-001 through TRANS-005)

Audit Activities:

• Review 100% of high-risk AI for Instructions for Use
• Sample 20% of Instructions for Use for quality review
• Test transparency notices in production
• Survey users for awareness
• Test explanation capability
• Test accessibility compliance
• Interview key personnel

Audit Outputs:

• Annual Transparency Audit Report
• Findings and recommendations
• Corrective action plans for deficiencies

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5.3 External Audit / Regulatory Inspection

Preparation:

• Maintain audit-ready transparency documentation at all times
• Designate Product Director and Legal as regulatory liaisons
• Prepare standard response procedures for authority requests

Provide to Auditors/Regulators:

• Instructions for Use (sample or all)
• Transparency notices (screenshots/recordings)
• User awareness survey results
• Explanation capability documentation
• Accessibility test results
• Transparency procedures
• Internal audit reports
• Evidence of controls execution

Authority Request Response:

• Acknowledge request within 1 business day
• Provide requested documentation within 5 business days
• Coordinate through Legal and Product Director
• Document all interactions with authorities

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ROLES AND RESPONSIBILITIES

6.1 RACI Matrix

Activity	Product Director	AI System Owner	UX/UI Design	Legal & Compliance	Marketing	Customer Support
Instructions for Use Creation	R/A	A	C	C	C	I
Instructions for Use Updates	R	A	C	C	C	I
Transparency Notice Design	R	A	R	C	C	C
Transparency Notice Implementation	R	A	R	C	I	I
Explanation Capability	R	A	C	I	I	I
User Testing	R	A	R	I	C	C
Accessibility Compliance	R	A	R	I	I	I
Deployer Communication	R	A	I	C	R	R
User Communication	R	A	C	C	R	R

RACI Legend:

• R = Responsible (does the work)
• A = Accountable (ultimately answerable)
• C = Consulted (provides input)
• I = Informed (kept up-to-date)

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6.2 Role Descriptions

Product Director

• Primary Responsibility: Owns transparency framework, ensures compliance
• Key Activities:
  • Establishes transparency framework
  • Approves Instructions for Use
  • Approves transparency notices
  • Reports transparency metrics
  • Coordinates with authorities
• Required Competencies: EU AI Act Articles 13 and 50, product management, user experience

AI System Owner

• Primary Responsibility: Accountable for transparency of their AI system
• Key Activities:
  • Ensures Instructions for Use created
  • Ensures transparency notices implemented
  • Participates in user testing
  • Coordinates updates
• Required Competencies: AI system knowledge, transparency requirements

UX/UI Design

• Primary Responsibility: Designs and implements transparency notices
• Key Activities:
  • Designs transparency notices
  • Implements notices in UI/UX
  • Tests accessibility
  • Conducts user testing
• Required Competencies: UX/UI design, accessibility (WCAG), user testing

Legal & Compliance

• Primary Responsibility: Reviews for regulatory compliance
• Key Activities:
  • Reviews Instructions for Use
  • Reviews transparency notices
  • Advises on regulatory requirements
  • Manages authority requests
• Required Competencies: EU AI Act legal expertise, regulatory compliance

Marketing

• Primary Responsibility: Communicates transparency to deployers and users
• Key Activities:
  • Communicates Instructions for Use to deployers
  • Communicates transparency to users
  • Manages deployer relationships
• Required Competencies: Communication, stakeholder management

Customer Support

• Primary Responsibility: Supports users with transparency questions
• Key Activities:
  • Answers user questions about AI use
  • Provides explanations
  • Escalates complex questions
• Required Competencies: Customer service, AI system knowledge

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EXCEPTIONS

7.1 Exception Philosophy

Transparency is a critical regulatory compliance activity for high-risk AI systems and AI systems with transparency obligations. Exceptions are granted restrictively and only where compensating controls adequately mitigate risks.

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7.2 Allowed Exceptions

The following exceptions may be granted with proper justification and approval:

Exception Type	Justification Required	Maximum Duration	Approval Authority	Compensating Controls
Simplified Instructions (Minimal-Risk AI)	AI system clearly minimal-risk; simplified instructions sufficient	Permanent	Product Director	Document rationale; Annual re-confirmation
Extended Update Timeline	Resource constraints prevent timely update	60 days	Product Director + AI Governance Committee	Interim communication; Accelerated plan

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7.3 Prohibited Exceptions

The following exceptions cannot be granted under any circumstances:

❌ Skipping Instructions for Use for high-risk AI - Mandatory per Article 13, no exceptions
❌ Skipping AI disclosure for Article 50 systems - Mandatory per Article 50, no exceptions
❌ Hiding transparency notices - Violates transparency requirements
❌ Using unclear language - Violates understandability requirements
❌ Skipping accessibility requirements - Violates accessibility laws

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7.4 Exception Request Process

Step 1: Submit Exception Request

• Complete Exception Request Form (FORM-AI-EXCEPTION-001)
• Include business justification
• Propose compensating controls
• Specify duration requested
• Attach risk assessment

Step 2: Risk Assessment

• Product Director assesses risk of granting exception
• Evaluates adequacy of compensating controls
• Documents residual risk

Step 3: Approval

• Route to appropriate approval authority based on exception type
• Product Director approval: Minor exceptions
• Product Director + AI Governance Committee: Significant exceptions
• AI Governance Committee: Critical exceptions

Step 4: Documentation and Monitoring

• Document exception in Exception Register
• Assign exception owner
• Set review date
• Monitor compensating controls
• Report exceptions quarterly to AI Governance Committee

Step 5: Exception Review and Closure

• Review exception at specified review date
• Assess if exception still needed
• Close exception when normal transparency completed
• Document lessons learned

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ENFORCEMENT

8.1 Non-Compliance Consequences

Violation	Severity	Consequence	Remediation Required
High-risk AI without Instructions for Use	Critical	Immediate suspension until Instructions created	Create Instructions within 10 business days; Root cause analysis
Missing AI disclosure (Article 50)	Critical	Immediate correction; Compliance gap assessment	Implement disclosure within 5 business days
Outdated Instructions for Use	High	Escalation to AI Governance Committee; Freeze on new features	Update Instructions within 30 business days
Inaccessible transparency notices	High	Immediate correction; Legal risk	Fix accessibility within 5 business days
Unclear transparency language	Medium	Written warning	Improve language within 10 business days
Missing explanation capability	Medium	Written warning	Implement explanation capability within 30 business days

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8.2 Escalation Procedures

Level 1: Product Director

• Minor procedural violations
• Documentation deficiencies
• Timeline delays < 5 days
• Action: Written warning, corrective action required

Level 2: Product Director + AI Governance Committee

• Repeated violations
• Missing Instructions for Use
• Missing transparency notices
• Action: Formal review, corrective action plan, management notification

Level 3: AI Governance Committee

• High-risk AI without Instructions for Use
• Missing Article 50 disclosures
• Critical compliance failures
• Action: Immediate AI system suspension, investigation, disciplinary action

Level 4: Executive Management + Legal

• Potential regulatory enforcement action
• Significant legal liability
• Reputational risk
• Action: Executive crisis management, legal strategy, regulatory engagement

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8.3 Immediate Escalation Triggers

Escalate immediately to AI Governance Committee + Legal if:

• ⚠️ High-risk AI system operating without Instructions for Use
• ⚠️ Article 50 disclosure missing for applicable systems
• ⚠️ Regulatory inquiry or inspection related to transparency
• ⚠️ User complaint about lack of transparency
• ⚠️ Media attention to transparency issues

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8.4 Disciplinary Actions

Individuals responsible for transparency violations may be subject to:

• Verbal or written warning
• Mandatory retraining
• Performance improvement plan
• Reassignment of responsibilities
• Suspension (with pay during investigation)
• Termination (for egregious violations, e.g., knowingly hiding AI use)

Factors Considered:

• Intent (knowing violation vs. honest mistake)
• Severity of violation
• Impact (actual or potential)
• Cooperation with remediation
• Prior violation history

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KEY PERFORMANCE INDICATORS (KPIs)

9.1 Transparency KPIs

KPI ID	KPI Name	Definition	Target	Measurement Method	Frequency	Owner	Reporting To
KPI-TRANS-001	Instructions for Use Completeness	% of high-risk AI with complete Instructions for Use	100%	(# high-risk AI with IFU / # high-risk AI) × 100	Monthly	Product Director	AI Governance Committee
KPI-TRANS-002	Instructions for Use Currency	% of Instructions for Use current (< 1 year old)	100%	(# current IFU / # total IFU) × 100	Monthly	Product Director	Management
KPI-TRANS-003	Transparency Notice Display Rate	% of user interactions with disclosure	100%	(# interactions with disclosure / # total interactions) × 100	Daily	Product Director	Management
KPI-TRANS-004	User Awareness	% of users aware of AI use (survey)	≥90%	Survey results	Quarterly	Product Director	AI Governance Committee
KPI-TRANS-005	Update Timeliness	% of updates completed within 30 days	100%	(# updates within 30 days / # total updates) × 100	Monthly	Product Director	Management
KPI-TRANS-006	Explanation Availability	% of AI systems with explanation capability	100%	(# AI systems with explanations / # total AI systems) × 100	Quarterly	Product Director	AI Governance Committee
KPI-TRANS-007	Accessibility Compliance	% of notices meeting WCAG 2.1 AA	100%	(# compliant notices / # total notices) × 100	Quarterly	Product Director	AI Governance Committee
KPI-TRANS-008	Deployer Acknowledgment Rate	% of deployers acknowledging Instructions for Use	100%	(# acknowledgments / # deployers) × 100	Monthly	Product Director	Management
KPI-TRANS-009	Explanation Usage Rate	% of users requesting explanations	≥10%	(# explanation requests / # total decisions) × 100	Monthly	Product Director	Management
KPI-TRANS-010	User Satisfaction (Transparency)	User satisfaction score with transparency	≥4.0/5.0	User survey score	Quarterly	Product Director	AI Governance Committee

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9.2 KPI Dashboards and Reporting

Real-Time Dashboard (Product Director access)

• Current Instructions for Use completeness
• Transparency notice display rates
• User awareness metrics
• Explanation usage
• Accessibility compliance

Monthly Management Report

• KPI-TRANS-001, 002, 003, 005, 008, 009
• Trend analysis (vs. previous month)
• Issues and risks
• Planned actions

Quarterly AI Governance Committee Report

• All KPIs
• User awareness survey results
• Explanation capability status
• Accessibility compliance status
• Internal audit findings (if conducted)
• Exception register review

Annual Executive Report

• Full-year KPI performance
• Transparency maturity assessment
• Strategic recommendations
• Regulatory outlook

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9.3 KPI Thresholds and Alerts

KPI	Green (Good)	Yellow (Warning)	Red (Critical)	Alert Action
Instructions for Use Completeness	100%	95-99%	< 95%	Red: Immediate escalation to AI Governance Committee Chair
Transparency Notice Display Rate	100%	95-99%	< 95%	Red: Immediate escalation to AI Governance Committee
User Awareness	≥90%	80-89%	< 80%	Yellow: Improve transparency; Red: Escalate to AI Governance Committee
Update Timeliness	100%	90-99%	< 90%	Red: Escalate to AI Governance Committee

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TRAINING REQUIREMENTS

10.1 Training Program Overview

All personnel involved in transparency must complete role-specific training to ensure competency in EU AI Act Articles 13 and 50 requirements, transparency design, and transparency procedures.

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10.2 Role-Based Training Requirements

Role	Training Course	Duration	Content	Frequency	Assessment Required
Product Director	Transparency Management Expert Training	12 hours	EU AI Act Articles 13 and 50; Instructions for Use; Transparency notices; Explainability	Initial + annually	Yes - Written exam (≥90%)
UX/UI Designers	Transparency Notice Design	8 hours	Article 50 requirements; Notice design; Accessibility; User testing	Initial + annually	Yes - Practical design exercise
AI System Owners	Transparency Overview	4 hours	Transparency requirements; Responsibilities; Instructions for Use	At onboarding + annually	Yes - Knowledge check (≥80%)
Marketing	Transparency Communication	4 hours	Communicating transparency; Deployer communication; User communication	Initial + annually	Yes - Knowledge check (≥80%)
Customer Support	Transparency Support	3 hours	Answering transparency questions; Providing explanations	Initial + annually	Yes - Knowledge check (≥80%)
All AI Development Staff	Transparency Awareness	2 hours	Transparency basics; When transparency needed; Requirements	At onboarding + annually	Yes - Knowledge check (≥80%)

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10.3 Training Content by Topic

EU AI Act Article 13 (Instructions for Use)

• Required elements
• Content requirements
• Distribution requirements
• Update requirements

EU AI Act Article 50 (User Transparency)

• Disclosure requirements
• Chatbot/conversational AI disclosure
• Synthetic content labeling
• Emotion recognition disclosure
• Biometric categorization disclosure

Transparency Notice Design

• Design principles
• Accessibility requirements (WCAG 2.1 AA)
• User testing
• Effectiveness measurement

Explainability

• Explanation requirements
• Explanation formats
• User understanding
• Human review

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10.4 Training Delivery Methods

Initial Training:

• Instructor-led classroom or virtual training
• Includes interactive exercises and case studies
• Hands-on practice with transparency tools
• Group discussions of complex scenarios

Annual Refresher:

• E-learning modules for core content review
• Live update sessions for regulatory changes
• Case study reviews of recent transparency activities
• Knowledge assessment

On-the-Job Training:

• Mentoring for new transparency staff
• Job shadowing during transparency implementation
• Supervised transparency work for first 3 AI systems

Just-in-Time Training:

• Quick reference guides and job aids
• Video tutorials on specific topics
• Help desk support from experienced transparency staff

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10.5 Training Effectiveness Measurement

Assessment Methods:

• Written exams for knowledge retention
• Practical exercises for skill application
• On-the-job observations for competency validation
• Feedback surveys for training quality

Competency Validation:

• Product Directors: Must create Instructions for Use for 1 sample AI system with 100% completeness before independent creation
• UX/UI Designers: Must design transparency notice meeting all requirements
• All staff: Must pass knowledge assessments with minimum required scores

Training Metrics:

Metric	Target	Frequency
Training completion rate	100%	Quarterly
Assessment pass rate (first attempt)	≥ 90%	Per training
Training effectiveness score (survey)	≥ 4.0/5.0	Per training
Time to competency (Product Directors)	< 30 days	Per person

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10.6 Training Records

Records Maintained:

• Training attendance records
• Assessment scores
• Competency validations
• Refresher training completion
• Individual training transcripts

Retention: 10 years (to align with EU AI Act documentation retention)

Access: HR, Product Director, Internal Audit, Competent Authorities (upon request)

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DEFINITIONS

Term	Definition	Source
Instructions for Use	Comprehensive information provided to deployers about AI system characteristics, capabilities, limitations, and proper use	EU AI Act Article 13(3)
Transparency	Providing clear information to users about AI system use and capabilities	EU AI Act Article 50
AI Disclosure	Informing users they are interacting with AI	EU AI Act Article 50
Synthetic Content	AI-generated content such as deepfakes, synthetic media	EU AI Act Article 50(2)
Emotion Recognition	AI system that infers emotions from biometric data	EU AI Act Article 50(3)
Biometric Categorization	AI system that categorizes persons based on biometric data	EU AI Act Article 50(3)
Explainability	Ability to explain AI decisions in understandable terms	This Standard
Deployer	Natural or legal person using AI system under its authority	EU AI Act Article 3(4)
User	End user interacting with AI system	This Standard
Accessibility	Design that enables use by people with disabilities (WCAG 2.1 AA)	WCAG 2.1

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LINK WITH AI ACT AND ISO42001

12.1 EU AI Act Regulatory Mapping

This standard implements the following EU AI Act requirements:

EU AI Act Provision	Article	Requirement Summary	Implemented By (Controls)
Transparency and Information Provision	Article 13	Instructions for Use for high-risk AI	TRANS-001, TRANS-002
Transparency Obligations	Article 50	User disclosure for certain AI systems	TRANS-003, TRANS-004
AI Disclosure	Article 50(1)	Inform users of AI interaction	TRANS-003
Synthetic Content Labeling	Article 50(2)	Label AI-generated content (obligation on providers)	TRANS-003
Emotion Recognition Disclosure	Article 50(3)	Inform persons of emotion recognition use (obligation on deployers)	TRANS-003
Biometric Categorization Disclosure	Article 50(3)	Inform persons of biometric categorization use (obligation on deployers)	TRANS-003
Deep Fake Disclosure	Article 50(4)	Disclose that content is artificially generated or manipulated (obligation on deployers)	TRANS-003

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12.2 ISO/IEC 42001:2023 Alignment

This standard aligns with ISO/IEC 42001:2023 as follows:

ISO 42001 Clause	Requirement	Implementation in This Standard
Clause 5.2: AI policy	Policy includes transparency commitment	Instructions for Use and transparency notices
Clause 6.1.2: AI system impact assessment	Assess transparency impacts	Transparency notice design and testing
Clause 7.4: Communication	Communicate with interested parties	Instructions for Use, transparency notices
Clause 8.2: AI system risk assessment	Transparency-related risk assessment	Transparency requirements in risk assessment

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12.3 Relationship to Other Standards

This transparency standard integrates with other AI Act standards:

Related Standard	Integration Point	Rationale
STD-AI-001: Classification	Classification determines transparency requirements	High-risk AI requires Article 13; Article 50 applies to specific AI types
STD-AI-002: Risk Management	Known risks documented in Instructions for Use	Risk management outputs feed into Instructions for Use
STD-AI-004: Technical Documentation	Instructions for Use referenced in technical documentation	Instructions for Use linked to Annex IV documentation
STD-AI-007: Human Oversight	Human oversight measures in Instructions for Use	Human oversight information included in Instructions for Use

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12.4 References and Related Documents

EU AI Act (Regulation (EU) 2024/1689):

• Article 13: Transparency and Information Provision
• Article 13(3): Instructions for Use Content
• Article 50: Transparency Obligations
• Article 50(1): AI Disclosure Requirements (chatbot/conversational AI disclosure)
• Article 50(2): Synthetic Content Marking (obligation on providers)
• Article 50(3): Emotion Recognition and Biometric Categorisation Disclosure (obligation on deployers)
• Article 50(4): Deep Fake Disclosure (obligation on deployers)

ISO/IEC Standards:

• ISO/IEC 42001:2023: Information technology — Artificial intelligence — Management system
• ISO/IEC 23894:2023: Information technology — Artificial intelligence — Guidance on risk management

Accessibility Standards:

• WCAG 2.1: Web Content Accessibility Guidelines

Internal Documents:

• POL-AI-001: Artificial Intelligence Policy (parent policy)
• STD-AI-001: AI System Classification Standard
• STD-AI-002: AI Risk Management Standard
• STD-AI-004: AI Technical Documentation Standard
• PROC-AI-TRANS-001, -002, -003: Transparency procedures

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APPROVAL AND AUTHORIZATION

Role	Name	Title	Signature	Date
Prepared By	Product Director	Product Director	_________________	________
Reviewed By	Michael Brown	Chief Legal Officer	_________________	________
Reviewed By	Sarah Johnson	AI Act Program Manager	_________________	________
Reviewed By	Jane Doe	Chief Strategy & Risk Officer	_________________	________
Approved By	Jane Doe	AI Governance Committee Chair	_________________	________

Effective Date: 2025-08-01
Next Review Date: 2026-08-01
Review Frequency: Annually or upon regulatory change

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END OF STANDARD STD-AI-006

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This standard is a living document. Feedback and improvement suggestions should be directed to the Product Director.