A decommissioning plan must exist for every AI system before it goes live. The plan does not need to be executed immediately, but it must document the conditions and steps for safe shutdown. Review the plan annually or if the system's risk classification changes.
1. System Details
System name and current status
[System name] · Status: [ Operational / Under review / Decommissioning in progress ]
2. Decommissioning Criteria
This plan will be activated if any of the following conditions are met:
- Performance failure: System accuracy or reliability falls below [defined threshold] and cannot be remediated within [30] days.
- Safety or compliance failure: System produces outputs that create a safety risk or regulatory breach that cannot be immediately mitigated.
- Vendor failure: Vendor ceases support, enters insolvency, or cannot meet contracted obligations.
- Business decision: Organisation decides to discontinue the use case or transition to a different system.
- Regulatory requirement: A change in law or regulatory guidance requires discontinuation of this system or use case.
Additional criteria specific to this system
[Describe any system-specific decommissioning triggers]
3. Decommissioning Steps
| Step | Action | Responsible | Timeframe |
|---|
| 1 | Activate alternative pathway (see AI6-T06.4). Confirm manual process is operational before disabling AI system. | [Role] | Before disabling AI |
| 2 | Notify all users and affected stakeholders of impending decommissioning. | [Role] | [X] days before shutdown |
| 3 | Export and archive all AI-generated outputs, logs, and audit trail required for retention. | [Role] | Before shutdown |
| 4 | Disable system access and revoke all API credentials and integrations. | [Role] | On shutdown date |
| 5 | Confirm data deletion or transfer per data governance requirements. | [Role] | Within [30] days of shutdown |
| 6 | Remove system from Enterprise AI Register and update all related documentation. | [Role] | Within [5] business days of shutdown |
Plan prepared by
[Name] · [Date]
Approved by — Executive Accountable Official
[Name] · [Date]