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AI System Decommissioning – Decisions, Data Retention, Logs, and Final Review | Word/PDF/Excel
AI System Decommissioning – Decisions, Data Retention, Logs, and Final Review | Word/PDF/Excel
- File format
- DOCX, PDF, XLSX
- Document language
- Five Swedish work templates one Swedish guide one English User Guide. Excel in Swedish.
- Number of files
- 7
Digital download. No physical product is shipped.
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About this template
Decommission an AI system without losing control over decisions, data, and access. This working material helps Swedish companies document decommissioning decisions, responsibilities, vendor terminations, and verified controls. The package does not automatically provide guidance on legal retention periods or whether all legal obligations are met.
Quick overview
Type: decision-making and operational control package for AI system decommissioning. Jurisdiction: Swedish business with relevant EU regulations. Files: 7 DOCX + 7 searchable, printable PDFs + 1 XLSX = 15 customer files. Five Swedish working documents, a Swedish guide, an English User Guide, and a Swedish Excel tool. Word files can be edited. The PDF versions are not interactive PDF forms. Delivery format upon later activation: digital ZIP. Microsoft Word and Excel or compatible software are required; full compatibility with alternative office suites is not guaranteed.
Package contents
Seven independent documents: five Swedish working templates, a Swedish user guide, and an English User Guide. Each document is available in DOCX and a corresponding PDF (14 files). In addition, there is an Excel register (XLSX). A total of 15 files in the final ZIP delivery.
What the files contain
Basis for decommissioning decisions and responsibilities; planning, dependencies, and stop criteria; assessment of personal data, logs, archiving, and deletion; vendor export and deletion confirmation; and a documented final check. Excel separates planned, completed, and actually verified actions.
Who is the package suitable for?
Suitable for: (1) a smaller company shutting down an AI chatbot or AI assistant with integrations; (2) an organization that is ceasing to use an AI decision support system and needs to secure documentation and agree on data return. Not suitable as: the sole basis for sector-specific archiving, high-risk AI, ongoing supervision, or legal disputes. In such cases, additional specialist assessment is required. A general IT decommissioning plan is a complement, not always a replacement.
Exact file list
| Document | Practical function | Language | Format |
|---|---|---|---|
| 01 Decommissioning decision | Decision, risks, authorization, and conditions | Swedish | DOCX/PDF |
| 02 Decommissioning plan and responsibilities | Phases, dependencies, and division of labor | Swedish | DOCX/PDF |
| 03 Data, logs, and disposal assessment | Assess retention, export, disposal, and evidence | Swedish | DOCX/PDF |
| 04 Vendor letter | Request export, shutdown, and verification | Swedish | DOCX/PDF |
| 05 Final check and verification | Control results, deviations, and certification | Swedish | DOCX/PDF |
| 06 User guide | How to select and complete the templates | Swedish | DOCX/PDF |
| 07 English User Guide | English instructions for Swedish documents | English | DOCX/PDF |
| 08 Excel register | Nine tabs for follow-up | Swedish | XLSX |
DOCX is editable; PDF is searchable and printable but has no special digital input fields.
How the Excel tool works
The tabs are Overview, System Register, Decision Log, Data & Logs, Action Register, Permissions, Communication, Final Check, and Read Me. Calculation fields summarize registered AI systems, the status Closed, open actions, and reviewed control points. Example: if three actions are marked Open, the overview shows three open cases; a manually marked Closed does not mean that a legal conclusion is verified. The register tool does not decide on disposal deadlines or regulatory compliance.
Workflow – from decision to verified conclusion
- Identify AI systems, owners, affected parties, and dependencies.
- Determine the scope of the shutdown and make a documented decision.
- Assess which data, logs, decisions, and information need to be retained, transferred, or deleted.
- Request export, certification, and shutdown evidence from the vendor.
- Follow up on permissions, API keys, integrations, and user information.
- Record completed and verified actions separately, sign any decisions, and archive documentation.
Legal, prerequisites, and limitations
The EU AI Act (EU) 2024/1689 is being applied gradually. Specific obligations for high-risk AI, including logging, depend on the system type, actor role, and applicable date. There is no general legal requirement in the AI Act that all AI systems retain all logs for the same period. GDPR (EU) 2016/679 requires an actual assessment of, among other things, purpose, storage limitation, and the right to deletion; exceptions, legal obligations, and sector regulations may affect the assessment. Agreements, regulatory requirements, and the need for evidence also need to be assessed individually. The template is not a regulatory form or a certificate of legal compliance.
Which template should you choose?
Choose this package when an AI system is actually going to be paused or decommissioned and the final check needs to be documented. To introduce AI governance or inventory existing systems, a general AI governance process is needed instead. For general application shutdown without AI-specific risks, an IT system decommissioning template may be more suitable.
Frequently asked questions
Do all AI systems have to have the same retention period?
No. Retention and deletion should be assessed against applicable law, contractual requirements, and documented purpose. The template does not calculate statutory deadlines.
Does the Excel tool delete data automatically?
No. The tool documents administrative actions and can summarize statuses; no system access or deletion is performed.
Are the documents in English?
The five working templates and Excel are in Swedish. The English User Guide explains how the Swedish documents are used, without translating Swedish law.
Can I fill in the PDF files digitally?
The PDF files are searchable and printable but are not interactive forms. Use DOCX for editing.
Is a lawyer or data protection officer needed?
It depends on the risks, sector, agreements, and data processing. For high-risk AI, disputes, confidentiality, or extensive personal data processing, the appropriate legal expertise should assess the conclusion.
Sources, version, and transparency
Official sources: AI Act (EU) 2024/1689; GDPR; EU's implementation timeline. Version 1.0, AI-assisted legal source review November 10, 2026. No external legal review or regulatory certification has been performed. Sale and digital customer delivery will only be possible after separate manual publication and file linking.
Read our practical guide: How to decommission an AI system: data export, logs and supplier closure.
