Reporting Execution The incident lead prepares the initial report. The Legal and Regulatory Advisor reviews for completeness, accuracy, and legal implications. The AI Governance Lead authorises submission. The report is submitted to the market surveillance authority of the member state where the incident occurred. If the incident occurred in multiple member states, the Legal and Regulatory Advisor coordinates parallel submissions to each relevant authority. The reporting execution process must function under pressure, across time zones, and outside business hours. The escalation path ensures that the AI Governance Lead and Legal and Regulatory Advisor can be reached for authorisation at any hour. Named alternates cover leave and unavailability. The submission is logged in the serious incident register with the date, time, recipient authority, report version, and the individual who authorised submission. This log provides the organisation’s record that the reporting obligation was met within the required timeline. Key outputs

• Legal review and AI Governance Lead authorisation before submission
• Multi-jurisdiction parallel submission coordination
• Out-of-hours capability with named alternates
• Submission logged in serious incident register