The register as PDF and CSV
Two ways to export the AI register: a CSV with one row per use case, and a PDF report for a chosen period that shows the decisions as they stood at the time.
You can export the AI register from the dashboard in two ways. Use the CSV when you want to work with the data elsewhere, for example in your organisation's record of processing activities. The PDF report is meant for showing the register to your data protection officer (DPO), an auditor or the board. Both buttons sit at the top of the Allowed view.
Export (CSV)
Export (CSV) downloads ai-register.csv. The file has one row per use case, so a tool with three use cases appears three times. It always contains the whole register as it stands at that moment, even if you have applied a filter on screen.
| Column | Content |
|---|---|
| Tool, Vendor, Country | The tool and what the catalogue knows about the vendor. |
| State, Retired since | In use, Under review or Retired, plus the end date. |
| Decision, Condition | The decision, and the condition that comes with Limited use. |
| Risk score, EU AI Act (tool) | BeeSensible's estimate for the tool itself. |
| Use case, Kind of use case, Note, Departments | The use case, its type (Measured; Regulated, not measured; or Own, not measured), the note and the departments. |
| Personal data processed, Which personal data | The answer for each use case. |
| Responsible, Detection profile | Who is responsible and which profile applies. |
| Processing agreement, DPIA | The status of both documents. |
| Last reassessment, Next reassessment, Reassessment owner | Where the reassessment stands. |
| Last changed, Changed by | The most recent change to the registration. |
The PDF report
Choose Create report. The Create report: AI register window asks you to make three choices, after which Create report produces the PDF.
Choose the period
Choose the period the report covers. If that period is still running, you see: "This period is still running: the figures go up to today."
Choose the sections
Choose which sections go into the report:
- Overview is a cover page with the number of tools in use and out of use, and one line per tool.
- Per tool gives, for each tool, the decision, use cases, responsible people, documents and review.
- Use shows the visits and prompts per use case during the period.
- Signals shows where actual use differs from what is recorded, as on the Measured tab.
- History shows what changed in decisions and registrations during the period.
Keep or drop the filter
If the list has a filter or search term applied, you can limit the report to it. The option then names what the list shows, for example "Only what the list shows now: In use (8 of 12 tools)". The cover page then states which filters were used.
Decisions as they stood
When the report covers a period that has ended, it shows the decisions as they stood at the end of that period. The register reconstructs that state from its history, and the report says so, for example "As they stood on 30 September 2026, reconstructed from the register history." If the period is still running, or goes back further than the register's history, the report shows the decisions as they are now and says so.
The registration itself always appears in the report as it is now, while use and signals cover the chosen period. The report explains this under "About this report". If your organisation is below the privacy threshold of 5 active users, the report leaves out use and signals but still includes the decisions and the registration. If you create the report with demo data, every page shows "Sample data".
The report shows a different decision from the register
Check the date above the decisions. A report for a period that has ended shows the state on the last day of that period. If the decision changed after that, you will see the change in the History section of the report for the next period.
This register report is not the same as the report under Accountability. That report freezes the figures for a month or quarter with a checksum and explains, for each legal provision, what the law says. The register report describes the tools, the decisions and the registration.
