Practitioner template
Decommissioning Checklist
Preserve required records and meaning, confirm retrieval, remove access and interfaces, terminate supplier services, and approve retirement.
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- Scope and reason for retirement
- Replacement system
- Record inventory and retention
- Archive or migration method
- Metadata and audit trail
- Electronic signatures and relationships
- Access and retrieval testing
- Interfaces and dependent systems
- User and privileged access removal
- Supplier termination and deletion
- Deviations and limitations
- Final summary and approval
Completed fictional example
Fictional teaching example: This is not an executed or approved validation record.
- Scope and reason for retirement
- Fictional legacy eQMS after cloud replacement
- Replacement system
- Validated cloud eQMS for active records
- Record inventory and retention
- Closed CAPA, changes, complaints, attachments, approval and audit history
- Archive or migration method
- Searchable controlled archive plus accurate human-readable copy
- Metadata and audit trail
- Record type, owner, dates, status, revision, and audit events retained
- Electronic signatures and relationships
- Signer, time, meaning, revision, and linked-record index preserved
- Access and retrieval testing
- Authorized and inspection roles retrieve representative difficult records
- Interfaces and dependent systems
- All inbound and outbound jobs disabled and reconciled
- User and privileged access removal
- Accounts removed after final retrieval approval
- Supplier termination and deletion
- Contract, legal hold, certified deletion, and backup responsibility confirmed
- Deviations and limitations
- Initial PDF export lacked relationship and signature meaning; corrected archive retested
- Final summary and approval
- Retirement approved after record and dependency evidence passes