Your employees are using AI. Maybe through Copilot, maybe via an AI feature in an app, or maybe through a tool that IT isn’t aware of. Did you know that as an organization, by February 2025, you must ensure they have sufficient knowledge of it?
This is called AI literacy. It is outlined in article 4 of the European AI regulation, also known as the AI Act. This article explains what it means, who it applies to, and how to arrange it practically, without legal jargon.
What is AI literacy?
AI literacy means that people have sufficient knowledge and skills to use AI responsibly. They understand what AI can and cannot do. They recognize risks and know how to critically handle the outcomes of AI.
It is not about programming. It is about conscious and safe usage.
Is AI literacy mandatory?
Yes. Since February 2, 2025, article 4 of the EU AI Act applies. Organizations offering or using AI must take measures to ensure sufficient AI literacy among their staff and others working with AI on their behalf.
Important: the law does not prescribe a fixed course or mandatory certificate. What "sufficient" means depends on the situation. Consider people's knowledge and experience, the context in which AI is used, and the risks of the application.
Who does it apply to?
The obligation applies to providers and those responsible for using AI systems. In simple terms: not only companies building AI but also organizations deploying AI. Does your organization use Copilot, an AI chatbot, or AI agents? Then this applies to you too.
What should you arrange as an organization?
| Step | What you do | Result |
|---|---|---|
| 1. Map out | Which AI is used, by whom, and for what? | Overview of applications and users |
| 2. Determine risk | Which applications are more sensitive than others? | Know where more knowledge is needed |
| 3. Level per role | What should a regular user know, what about an administrator or manager? | Appropriate learning goal per group |
| 4. Train | Basic training for everyone, in-depth per role | People consciously using AI |
| 5. Document | Document what you do and why | You can demonstrate that you are taking measures |
| 6. Maintain | Repeat and update with new tools or rules | AI literacy that grows |
What should be included in basic AI literacy training?
- What AI is and how generative AI works, in broad terms.
- What AI can do well, and where it makes errors.
- Why you should always verify answers.
- What information you may or may not use in AI tools.
- What your organization's AI policy states.
- How to recognize risks like bias, fabricated answers, and data leaks.
For roles more engaged with AI, such as administrators, HR, or those selecting AI applications, further depth is needed.
How do you demonstrate compliance?
There is no standard form. But it helps to document:
- which AI applications you use;
- which knowledge you find necessary per role and why;
- which training and instructions you have provided and to whom;
- when you'll review this again.
AI literacy in government and healthcare
Governments and healthcare institutions often deal with sensitive data and vulnerable groups. It's crucial here that employees use AI critically. Start not with the technology, but with the question: what does an AI error mean for a resident, client, or patient?
Where to find official information?
Check current regulations and explanations from official sources, such as the European Commission, the Dutch government, and the Dutch Data Protection Authority. The Data Protection Authority has also published guidelines for working on AI literacy. This article is not legal advice. Unsure about your situation? Consult a lawyer.
Combine AI literacy with practical training
Completing an e-learning is a start. But true AI literacy only develops when people apply it to their own work. Therefore, combine basic knowledge with practical training, such as a Copilot training per role. This way, people not only learn about the risks but also how to use AI effectively.
How 365 Agents helps
Madame Catalyst, the AI specialist in Change and adoption from the Frontier Crew, guides employees daily. She explains what your AI policy allows, answers questions about what is permissible, and coaches employees with exercises tailored to their work. This way, AI literacy becomes a daily practice, not a one-time course.
Want to arrange AI literacy practically and demonstrably? Schedule a meeting and we'll think along with you.
Frequently asked questions
Since when is AI literacy mandatory?
Article 4 of the EU AI Act has been in effect since February 2, 2025.
Is an AI literacy certificate mandatory?
No. The law requires appropriate measures, not a specific certificate. A certificate can help demonstrate what you have done.
Does AI literacy apply if we only use Copilot?
Yes. Even when using general AI assistants, employees must know enough to work responsibly with them.
What is the difference between AI literacy and digital literacy?
Digital literacy involves the general use of digital tools. AI literacy specifically focuses on understanding and responsibly using AI.
