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PROC-006-FIRMA-DEMONSTRATIVA-ea408ee8 · verifică

PROC-006

Technical Documentation Procedure

Document Information

1. Purpose

This procedure defines the process for creating, reviewing, approving, maintaining and updating Technical Documentation for Artificial Intelligence systems used, developed or deployed by Firmă demonstrativă.

The objective is to ensure that Technical Documentation remains complete, accurate, traceable and available for regulatory inspections throughout the AI system lifecycle.

2. Scope

This procedure applies to:

• internally developed AI systems;
• externally acquired AI systems;
• AI systems under evaluation;
• AI systems integrated into products or services;
• proof-of-concept projects;
• production AI systems.

3. Responsibilities

Managing Director

• approves major documentation changes when required.

AI Governance Owner

Responsible for:

• coordinating Technical Documentation;
• maintaining the Technical Documentation Register;
• ensuring periodic reviews.

AI System Owner

Responsible for:

• preparing Technical Documentation;
• maintaining documentation accuracy;
• reporting significant changes.

Compliance Owner

Responsible for:

• verifying documentation completeness;
• monitoring regulatory requirements;
• supporting audits and inspections.

4. Procedure

Step 1 — Identify AI System

Locate the AI system in:

REG-001_AI_System_Inventory_Register.md

Step 2 — Create Documentation

Prepare documentation describing:

• AI System Identification;
• Intended Purpose;
• Architecture;
• Functional Description;
• Inputs;
• Outputs;
• Human Oversight;
• Risk Classification;
• High-Risk Assessment;
• Known Limitations.

Step 3 — Review Documentation

Verify that documentation is:

• complete;
• accurate;
• technically correct;
• consistent with the AI System Inventory.

Step 4 — Record Documentation

Update:

REG-006_Technical_Documentation_Register.md

Record:

• document reference;
• version;
• owner;
• approval date;
• review date.

Step 5 — Approval

The completed documentation shall be reviewed and approved by the AI Governance Owner.

Step 6 — Maintenance

Update documentation whenever:

• functionality changes;
• architecture changes;
• provider changes;
• intended purpose changes;
• regulatory requirements change.

Step 7 — Periodic Review

Review documentation:

• annually;
• before regulatory inspections;
• before production deployment;
• after significant system modifications.

5. Records

This procedure produces:

• Technical Documentation Register;
• Technical Documentation Evidence;
• Technical Documentation Declaration.

6. References

• Regulation (EU) 2024/1689 (EU AI Act)
• DOD-006 Technical Documentation Policy
• REG-001 AI System Inventory Register
• REG-006 Technical Documentation Register
• EVID-006 Technical Documentation Evidence
• DEC-006 Technical Documentation Declaration

7. Approval

Prepared by

[persoană responsabilă, nepublicat]

Company

Firmă demonstrativă

Status

Approved