The register as PDF and CSV
Two exports of the AI register: a CSV with a row per use case, and a report as PDF over a period, with the decisions as they stood at the time.
The AI register leaves the dashboard in two ways. The CSV is for anyone who wants to work with the data elsewhere, for example in the record of processing. The PDF report is for showing the register to someone: the DPO, an auditor or the board. Both sit above the Allowed view.
Export (CSV)
Export (CSV) downloads ai-register.csv with one row per use case, so a tool with three use cases appears three times. The columns:
| Column | Content |
|---|---|
| Tool, Vendor, Country | The tool and what the catalog knows about the vendor. |
| State, Retired since | In use, Under review or Retired, with the end date. |
| Decision, Condition | The decision and the condition for Limited use. |
| Risk score, EU AI Act (tool) | BeeSensible's estimate for the tool itself. |
| Use case, Kind of use case, Note, Departments | Per row: the use case, whether it is Measured, Regulated, not measured or Own, not measured, and the departments. |
| Personal data processed, Which personal data | The answer per use case. |
| Responsible, Detection profile | Who is in charge and which profile applies. |
| Processing agreement, DPIA | The status of both documents. |
| Last reassessment, Next reassessment, Reassessment owner | Where the review stands. |
| Last changed, Changed by | The latest change to the registration. |
The CSV ignores the filter on screen: it holds the register as it is now.
The report as PDF
Create report: AI register opens a window where you choose what goes in, then downloads with Download pdf.
Choose the period
The report covers a period. If it is still running, the report says so: "This period is still running: the figures go up to today."
Choose the sections
| Section | What it holds |
|---|---|
| Overview | Cover with the counts (so many in use, so many out of use) and a line per tool. |
| Per tool | Decision, use cases, responsible people, documents and review: what is known, what was decided, what is arranged, who is responsible. |
| Use | Visits and prompts per use case in the period. |
| Signals | Where the use differs from what is recorded, as on the Measured tab. |
| History | What changed in the period in decision and registration. |
Keep or drop the filter
If a filter or search term is active on the list, you can limit the report to it: "Only what the list shows now: In use (8 of 12 tools)". The report names the filters on its cover.
Decisions as they stood at the end of the period
A report over a closed period shows the decisions as they stood then, not as they are now. The register reconstructs them from the history: "As they stood on 30 September 2026, reconstructed from the register history." While the period is still running, the decisions are shown as they are now. If the state at the end of the period cannot be reconstructed, for example because the period predates the history, the report says so: "As they are now: the state at the end of the period cannot be reconstructed."
The registration itself (use cases, responsible people, documents and review) is always shown as it is now; use and signals are calculated over the period. The report states this under "About this report".
A report made with demo data carries "Sample data" on every page and "Made with demo data; this report does not describe a real organisation." on the cover.
The report shows a different decision from the register
Look at the date above the decisions. A report over a closed period shows the state on the last day of that period; if the decision changed afterwards, that change appears in the History section of a report over the following period.
This report is not the Accountability report. That one freezes figures over a month or quarter with a checksum and explains per provision what the law says and what falls outside it; the register report describes the tools, the decisions and the registration.
