Skip to main content

​
Description

Compliance report generation enables compliance officers to create structured reports for regulatory audits, covering EU AI Act and GDPR requirements with filterable request data and exportable formats. The system provides pre-built report templates for EU AI Act Article 12 & 19 compliance, GDPR data processing records, high-risk system oversight documentation, and transparency disclosure tracking. Reports can be filtered by date range, risk level, use case category, compliance status, model, and prompt template to focus on specific regulatory requirements or audit scopes. Each report includes comprehensive metrics, including total requests processed, risk distribution, human oversight coverage, transparency disclosure compliance rates, audit trail integrity verification, and data residency confirmation. Export formats include CSV for data analysis, JSON for programmatic integration, and PDF for regulatory submissions with embedded verification certificates. The system also supports scheduled automated reports for quarterly regulatory filings and board presentations. This feature exists to streamline regulatory reporting, reduce audit preparation time, and provide legally defensible documentation of compliance activities. It is primarily used by compliance officers during audits, legal counsel for regulatory submissions, and executives for governance oversight.

​
Example

A compliance officer prepares for a quarterly regulatory audit by generating an EU AI Act compliance report filtered to show all high-risk requests from January through March with risk level classifications, human oversight documentation, and transparency disclosure status. She exports the results to PDF format with an embedded cryptographic verification certificate proving audit trail integrity, includes the automatically generated executive summary showing 98% audit readiness score and 100% EU data residency, and submits the 47-page report to the regulatory authority demonstrating full compliance with Article 12 record-keeping requirements and Article 19 log retention obligations, completing the quarterly filing one week ahead of the deadline.

​
Report Types

PromptMetrics provides specialized compliance report templates:

​
EU AI Act Compliance Report

Purpose: Demonstrate compliance with EU AI Act Articles 12, 19, and Annex III requirements Included Sections:
  • Executive summary with audit readiness score
  • High-risk system inventory and classification
  • Risk assessment documentation by Annex III category
  • Human oversight coverage metrics
  • Transparency disclosure compliance status
  • Record-keeping and log retention verification
  • Data residency confirmation (100% EU)
  • Cryptographic integrity verification certificate
Typical Use Cases:
  • Quarterly regulatory filings
  • Annual compliance certifications
  • Regulatory authority inspections
  • Internal audit reviews

​
GDPR Data Processing Report

Purpose: Document data processing activities under GDPR Articles 28-30 Included Sections:
  • Personal data processing inventory
  • Legal basis for each processing activity
  • Data subject categories and data types
  • Data retention periods and deletion records
  • Third-party processor documentation (N/A - all EU-hosted)
  • Cross-border transfer documentation (None - 100% EU)
  • Security measures and encryption status
  • Data breach notification records (if applicable)
Typical Use Cases:
  • GDPR Article 30 compliance (Record of Processing Activities)
  • Data Protection Impact Assessments (DPIAs)
  • Supervisory authority requests
  • Data subject access requests (DSARs)

​
High-Risk System Oversight Report

Purpose: Document ongoing monitoring and oversight of high-risk AI systems Included Sections:
  • High-risk system identification and categorization
  • Use case descriptions per Annex III
  • Human oversight documentation with timestamps
  • Performance metrics (accuracy, latency, error rates)
  • Risk mitigation measures implemented
  • Incident reports and resolutions
  • Change management documentation
  • Continuous monitoring results
Typical Use Cases:
  • Demonstrating ongoing Article 9 compliance
  • Board of Directors oversight reporting
  • Internal risk management reviews
  • External audit preparation

​
Transparency Disclosure Report

Purpose: Track compliance with transparency obligations under Article 12 Included Sections:
  • Requests requiring transparency notifications
  • Disclosure completion rates and timeliness
  • User notification templates and delivery methods
  • Exception documentation (where disclosure not required)
  • Complaint or objection tracking
  • Disclosure effectiveness metrics
Typical Use Cases:
  • Transparency audit preparation
  • Consumer protection authority reviews
  • Internal compliance monitoring
  • Process improvement analysis

​
Report Filtering Options

​
Date Range Filters

Predefined Ranges
  • Last 7 days
  • Last 30 days
  • Last 90 days (quarterly)
  • Last 365 days (annual)
  • Year-to-date
  • Custom range (select specific start and end dates)
For quarterly regulatory filings, use the “Last 90 days” filter or set a custom range matching your fiscal quarter.

​
Risk Level Filters

Filter reports to specific EU AI Act risk categories:
  • Prohibited systems only
  • High-risk systems only
  • Limited-risk systems only
  • Minimal-risk systems only
  • Multiple selection supported

​
Use Case Category Filters

Filter by EU AI Act Annex III categories:
  • Biometric Identification
  • Critical Infrastructure
  • Education & Vocational Training
  • Employment, Workers Management
  • Essential Private & Public Services
  • Law Enforcement
  • Migration, Asylum, Border Control
  • Justice & Democratic Processes

​
Compliance Status Filters

  • Compliant: All requirements met
  • Pending Review: Automated classifications requiring validation
  • Non-Compliant: Missing required oversight or disclosures
  • Flagged: Manually flagged for investigation

​
Additional Filters

  • Model: Filter by specific LLM provider or model
  • Prompt Template: Focus on specific AI applications
  • User/Team: Organizational unit reporting
  • Tag/Metadata: Custom categorization filters

​
Included Metrics & Data Points

​
High-Level Summary Metrics

Every report includes: Request Volume
  • Total requests in reporting period
  • Requests by risk level distribution
  • Requests by use case category
  • Month-over-month or quarter-over-quarter growth
Compliance Metrics
  • Audit readiness score
  • Human oversight coverage percentage
  • Transparency disclosure compliance rate
  • Log retention compliance status
  • Data residency verification (100% EU)
Performance Metrics
  • Average latency by risk level
  • Error rate by category
  • Cost per request by model
  • Token usage efficiency

​
Detailed Request Data

For each included request: Request Context
  • Request ID and timestamp
  • Prompt template and version
  • Model used and parameters
  • Full prompt text (optional - can be excluded for executive summaries)
Compliance Fields
  • Risk level classification (automated or manual)
  • Use case category
  • Human oversight status and reviewer
  • Transparency disclosure status
  • Audit trail integrity status
Performance Data
  • Latency (total and TTFT)
  • Token counts (input and output)
  • Cost
  • Error status
Verification Data
  • Cryptographic hash for integrity verification
  • Data residency confirmation
  • Log retention status

​
Export Formats

​
CSV (Comma-Separated Values)

Best For:
  • Data analysis in Excel or Google Sheets
  • Custom reporting and visualization
  • Integration with BI tools
  • Bulk data processing
Contents:
  • Tabular format with all request details
  • One row per request
  • All compliance metrics as columns
  • Header row with field names
File Naming: compliance_report_YYYY-MM-DD_HHMMSS.csv

​
JSON (JavaScript Object Notation)

Best For:
  • Programmatic analysis and automation
  • API integration with other systems
  • Machine-readable structured data
  • Developer workflows
Contents:
  • Hierarchical structure preserving nested data
  • Metadata section with report parameters
  • Requests array with full details
  • Cryptographic verification data
File Naming: compliance_report_YYYY-MM-DD_HHMMSS.json

​
PDF (Portable Document Format)

Best For:
  • Regulatory submissions
  • Executive presentations
  • Legal documentation
  • Human-readable audit reports
Contents:
  • Professional formatted report with PromptMetrics branding
  • Executive summary on first page
  • Detailed metrics with charts and visualizations
  • Request data in appendices
  • Embedded cryptographic verification certificate
  • Digital signature for authenticity
File Naming: PromptMetrics_Compliance_Report_YYYY-MM-DD.pdf
PDF reports include sensitive compliance data. Use secure transmission methods when sharing with external parties.

​
Generating a Report

1

Navigate to Compliance Reporting

Access the report generation interface from Compliance → Compliance Reporting in the main menu.
2

Select Report Type

Choose the appropriate report template: EU AI Act, GDPR, High-Risk Oversight, or Transparency Disclosure.
3

Apply Filters

Set date range, risk level, use case category, and any other relevant filters to scope the report.
4

Preview Metrics

Review the summary metrics displayed to confirm the report includes expected data before generating.
5

Choose Export Format

Select CSV, JSON, or PDF based on your intended use case and audience.
6

Include Verification Certificate

For regulatory submissions, enable the option to include cryptographic verification certificate proving audit trail integrity.
7

Generate Report

Click “Generate Report” button. Processing time varies based on data volume (typically 10-60 seconds).
8

Download & Review

Download the generated report and review contents before submitting to regulatory authorities or stakeholders.

​
Report Generation Limits

  • Free Plan: Limited to 5 report generations per month
  • Pro Plan: Unlimited report generation
  • Maximum Date Range: 2 years of historical data
  • Maximum Export Size: 1 million requests per report (contact support for larger exports)

​
Sharing Reports with Stakeholders

​
Secure Sharing Options

Direct Download
  • Generate report and download locally
  • Share via secure file transfer service
  • Maintain control over distribution
Shareable Links
  • Generate time-limited access link (24-72 hours)
  • Password protection optional
  • Access logged for audit trail
  • Automatic expiration for security
Email Distribution
  • Send report directly from platform (Pro plan)
  • Recipients receive secure download link
  • CC and BCC support for compliance teams
  • Delivery confirmation tracking

​
Access Controls

Reports shared via links include: Permission Controls
  • View-only (no download)
  • View and download
  • View, download, and re-share
  • Expiration date/time
Activity Tracking
  • Who accessed the report
  • When report was viewed or downloaded
  • IP address and user agent logging
  • All activity logged in audit trail
All report sharing activities are logged in the workspace audit trail for compliance verification and security monitoring.

​
Scheduling Automated Reports

​
Recurring Report Schedules

Pro plan users can schedule automatic report generation: Schedule Options
  • Weekly (every Monday at specified time)
  • Monthly (1st day of month or last day of previous month)
  • Quarterly (aligned with fiscal quarters)
  • Custom schedule (specific dates and times)
Delivery Options
  • Email to specified recipients
  • Save to workspace document repository
  • Webhook to external system (API integration)
Report Configuration
  • Pre-configured filters and parameters
  • Consistent format and structure
  • Automatic notification on generation completion
  • Failed generation alerts

​
Use Cases for Automated Reports

Board Reporting
  • Monthly executive summary for board meetings
  • Audit readiness score trending
  • High-risk system oversight metrics
Regulatory Filings
  • Quarterly EU AI Act compliance reports
  • Annual GDPR data processing documentation
  • Semi-annual high-risk system audits
Internal Monitoring
  • Weekly transparency disclosure compliance
  • Daily high-risk system alerts
  • Real-time critical incident reporting

​
Report Verification & Authenticity

​
Cryptographic Verification Certificate

PDF reports can include embedded verification certificates: Certificate Contents
  • Report generation timestamp
  • Date range of included data
  • Hash chain integrity verification result
  • Number of requests included
  • Data residency confirmation (100% EU)
  • Digital signature from PromptMetrics
Verification Process
  • Recipients can verify report authenticity
  • Cryptographic proof that data hasn’t been altered
  • Legally defensible for regulatory submissions

​
Audit Trail of Report Generation

All report generation activities are logged:
  • User ID of person who generated report
  • Timestamp of generation
  • Report type and filters applied
  • Number of records included
  • Export format selected
  • Recipients (if shared)
This creates verifiable audit trail demonstrating ongoing compliance monitoring and reporting activities.

​
Best Practices

Start Early: Generate draft reports 2-4 weeks before submission deadline to allow time for review and corrections.Include Context: Use PDF format for regulatory submissions with executive summary explaining any anomalies or exceptions.Verify Integrity: Always include cryptographic verification certificate for legal defensibility.Review Completeness: Ensure all required metrics are included and no data gaps exist in reporting period.
Regular Cadence: Generate monthly reports for internal review even if not required by regulators.Trend Analysis: Compare period-over-period metrics to identify improving or deteriorating compliance areas.Action Items: Document specific action items based on report findings and track remediation.Stakeholder Distribution: Share with relevant teams (legal, operations, executive) for awareness.
Secure Transmission: Use encrypted channels when sharing reports with external parties.Access Controls: Limit report access to authorized personnel only.Retention: Maintain copies of all regulatory submissions for required retention periods (typically 5-10 years).Disposal: Securely delete old reports containing sensitive data after retention period expires.

Compliance Overview

Return to the main compliance officer introduction.

Request History

Search and filter requests before generating reports.

Audit Trails

Verify cryptographic integrity included in reports.

Compliance Monitoring

Monitor real-time metrics that feed into compliance reports.