{"product_id":"ai-systemavveckling-beslut-data-loggar-slutkontroll","title":"AI System Decommissioning – Decisions, Data Retention, Logs, and Final Review | Word\/PDF\/Excel","description":"\u003cp\u003e\u003cstrong\u003eDecommission an AI system without losing control over decisions, data, and access.\u003c\/strong\u003e 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.\u003c\/p\u003e\n\u003csection aria-label=\"Product details\"\u003e\u003ch2\u003eQuick overview\u003c\/h2\u003e\n\n\u003cp\u003e\u003cstrong\u003eType:\u003c\/strong\u003e decision-making and operational control package for AI system decommissioning. \u003cstrong\u003eJurisdiction:\u003c\/strong\u003e Swedish business with relevant EU regulations. \u003cstrong\u003eFiles:\u003c\/strong\u003e 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.\u003c\/p\u003e\u003c\/section\u003e\n\u003csection aria-label=\"Package contents\" style=\"border:2px solid #2b5b81;background:#f4f8fc;border-radius:10px;padding:18px;margin:20px 0\"\u003e\u003ch2\u003ePackage contents\u003c\/h2\u003e\n\n\u003cp\u003e\u003cstrong\u003eSeven independent documents\u003c\/strong\u003e: 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 \u003cstrong\u003e15 files\u003c\/strong\u003e in the final ZIP delivery.\u003c\/p\u003e\u003c\/section\u003e\n\u003csection aria-label=\"What the files contain\" style=\"border:2px solid #2b5b81;background:#ffffff;border-radius:10px;padding:18px;margin:20px 0\"\u003e\u003ch2\u003eWhat the files contain\u003c\/h2\u003e\n\n\u003cp\u003eBasis for \u003cstrong\u003edecommissioning decisions and responsibilities\u003c\/strong\u003e; planning, dependencies, and stop criteria; assessment of \u003cstrong\u003epersonal data, logs, archiving, and deletion\u003c\/strong\u003e; vendor export and deletion confirmation; and a documented final check. Excel separates planned, completed, and actually verified actions.\u003c\/p\u003e\u003c\/section\u003e\n\u003ch2\u003eWho is the package suitable for?\u003c\/h2\u003e\u003cp\u003e\u003cstrong\u003eSuitable for:\u003c\/strong\u003e (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. \u003cstrong\u003eNot suitable as:\u003c\/strong\u003e 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.\u003c\/p\u003e\n\u003ch2\u003eExact file list\u003c\/h2\u003e\u003cdiv style=\"overflow-x:auto\"\u003e\u003ctable\u003e\n\n\u003cthead\u003e\u003ctr\u003e\n\n\u003cth scope=\"col\"\u003eDocument\u003c\/th\u003e\n\n\u003cth scope=\"col\"\u003ePractical function\u003c\/th\u003e\n\n\u003cth scope=\"col\"\u003eLanguage\u003c\/th\u003e\n\n\u003cth scope=\"col\"\u003eFormat\u003c\/th\u003e\n\n\n\u003c\/tr\u003e\u003c\/thead\u003e\n\n\u003ctbody\u003e\n\n\u003ctr\u003e\n\n\u003ctd\u003e01 Decommissioning decision\u003c\/td\u003e\n\n\u003ctd\u003eDecision, risks, authorization, and conditions\u003c\/td\u003e\n\n\u003ctd\u003eSwedish\u003c\/td\u003e\n\n\u003ctd\u003eDOCX\/PDF\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\u003ctr\u003e\n\n\u003ctd\u003e02 Decommissioning plan and responsibilities\u003c\/td\u003e\n\n\u003ctd\u003ePhases, dependencies, and division of labor\u003c\/td\u003e\n\n\u003ctd\u003eSwedish\u003c\/td\u003e\n\n\u003ctd\u003eDOCX\/PDF\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\u003ctr\u003e\n\n\u003ctd\u003e03 Data, logs, and disposal assessment\u003c\/td\u003e\n\n\u003ctd\u003eAssess retention, export, disposal, and evidence\u003c\/td\u003e\n\n\u003ctd\u003eSwedish\u003c\/td\u003e\n\n\u003ctd\u003eDOCX\/PDF\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\u003ctr\u003e\n\n\u003ctd\u003e04 Vendor letter\u003c\/td\u003e\n\n\u003ctd\u003eRequest export, shutdown, and verification\u003c\/td\u003e\n\n\u003ctd\u003eSwedish\u003c\/td\u003e\n\n\u003ctd\u003eDOCX\/PDF\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\u003ctr\u003e\n\n\u003ctd\u003e05 Final check and verification\u003c\/td\u003e\n\n\u003ctd\u003eControl results, deviations, and certification\u003c\/td\u003e\n\n\u003ctd\u003eSwedish\u003c\/td\u003e\n\n\u003ctd\u003eDOCX\/PDF\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\u003ctr\u003e\n\n\u003ctd\u003e06 User guide\u003c\/td\u003e\n\n\u003ctd\u003eHow to select and complete the templates\u003c\/td\u003e\n\n\u003ctd\u003eSwedish\u003c\/td\u003e\n\n\u003ctd\u003eDOCX\/PDF\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\u003ctr\u003e\n\n\u003ctd\u003e07 English User Guide\u003c\/td\u003e\n\n\u003ctd\u003eEnglish instructions for Swedish documents\u003c\/td\u003e\n\n\u003ctd\u003eEnglish\u003c\/td\u003e\n\n\u003ctd\u003eDOCX\/PDF\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\u003ctr\u003e\n\n\u003ctd\u003e08 Excel register\u003c\/td\u003e\n\n\u003ctd\u003eNine tabs for follow-up\u003c\/td\u003e\n\n\u003ctd\u003eSwedish\u003c\/td\u003e\n\n\u003ctd\u003eXLSX\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\n\u003c\/tbody\u003e\n\n\n\u003c\/table\u003e\u003c\/div\u003e\u003cp\u003eDOCX is editable; PDF is searchable and printable but has no special digital input fields.\u003c\/p\u003e\n\u003ch2\u003eHow the Excel tool works\u003c\/h2\u003e\u003cp\u003eThe tabs are Overview, System Register, Decision Log, Data \u0026amp; 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.\u003c\/p\u003e\n\u003ch2\u003eWorkflow – from decision to verified conclusion\u003c\/h2\u003e\u003col\u003e\n\n\u003cli\u003eIdentify AI systems, owners, affected parties, and dependencies.\u003c\/li\u003e\n\n\u003cli\u003eDetermine the scope of the shutdown and make a documented decision.\u003c\/li\u003e\n\n\u003cli\u003eAssess which data, logs, decisions, and information need to be retained, transferred, or deleted.\u003c\/li\u003e\n\n\u003cli\u003eRequest export, certification, and shutdown evidence from the vendor.\u003c\/li\u003e\n\n\u003cli\u003eFollow up on permissions, API keys, integrations, and user information.\u003c\/li\u003e\n\n\u003cli\u003eRecord completed and verified actions separately, sign any decisions, and archive documentation.\u003c\/li\u003e\n\n\n\u003c\/ol\u003e\n\u003ch2\u003eLegal, prerequisites, and limitations\u003c\/h2\u003e\u003cp\u003eThe EU \u003ca href=\"https:\/\/eur-lex.europa.eu\/eli\/reg\/2024\/1689\" rel=\"noopener noreferrer\"\u003eAI Act (EU) 2024\/1689\u003c\/a\u003e 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. \u003ca href=\"https:\/\/eur-lex.europa.eu\/eli\/reg\/2016\/679\/oj\" rel=\"noopener noreferrer\"\u003eGDPR (EU) 2016\/679\u003c\/a\u003e 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.\u003c\/p\u003e\n\u003ch2\u003eWhich template should you choose?\u003c\/h2\u003e\u003cp\u003eChoose 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.\u003c\/p\u003e\n\u003ch2\u003eFrequently asked questions\u003c\/h2\u003e\u003ch3\u003eDo all AI systems have to have the same retention period?\u003c\/h3\u003e\u003cp\u003eNo. Retention and deletion should be assessed against applicable law, contractual requirements, and documented purpose. The template does not calculate statutory deadlines.\u003c\/p\u003e\u003ch3\u003eDoes the Excel tool delete data automatically?\u003c\/h3\u003e\u003cp\u003eNo. The tool documents administrative actions and can summarize statuses; no system access or deletion is performed.\u003c\/p\u003e\u003ch3\u003eAre the documents in English?\u003c\/h3\u003e\u003cp\u003eThe five working templates and Excel are in Swedish. The English User Guide explains how the Swedish documents are used, without translating Swedish law.\u003c\/p\u003e\u003ch3\u003eCan I fill in the PDF files digitally?\u003c\/h3\u003e\u003cp\u003eThe PDF files are searchable and printable but are not interactive forms. Use DOCX for editing.\u003c\/p\u003e\u003ch3\u003eIs a lawyer or data protection officer needed?\u003c\/h3\u003e\u003cp\u003eIt 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.\u003c\/p\u003e\n\u003ch2\u003eSources, version, and transparency\u003c\/h2\u003e\u003cp\u003eOfficial sources: \u003ca href=\"https:\/\/eur-lex.europa.eu\/eli\/reg\/2024\/1689\"\u003eAI Act (EU) 2024\/1689\u003c\/a\u003e; \u003ca href=\"https:\/\/eur-lex.europa.eu\/eli\/reg\/2016\/679\/oj\"\u003eGDPR\u003c\/a\u003e; \u003ca href=\"https:\/\/%20ai-act-service-desk.ec.europa.eu\/en\/ai-act\/eu-ai-act-implementation-timeline\"\u003eEU's implementation timeline\u003c\/a\u003e. 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.\u003c\/p\u003e\n\u003cp\u003e\u003cstrong\u003eRead our practical guide:\u003c\/strong\u003e \u003ca href=\"\/en\/blogs\/foretag\/ai-systemavveckling-checklista-dataexport-loggar-leverantor\"\u003eHow to decommission an AI system: data export, logs and supplier closure\u003c\/a\u003e.\u003c\/p\u003e","brand":"Svenska Dokumentmallar","offers":[{"title":"Default Title","offer_id":56572769993046,"sku":"AI-SYSRETIRE-2026-V1","price":79.0,"currency_code":"SEK","in_stock":true}],"thumbnail_url":"\/\/cdn.shopify.com\/s\/files\/1\/0827\/2373\/3846\/files\/ai-systemavveckling-huvudbild-1600.png?v=1794330886","url":"https:\/\/mallbutiken.se\/en\/products\/ai-systemavveckling-beslut-data-loggar-slutkontroll","provider":"Mallbutiken","version":"1.0","type":"link"}