# Decommissioning Checklist

Version 2.0 · Updated 2026-09-21 · Retirement

Preserve required records and meaning, confirm retrieval, remove access and interfaces, terminate supplier services, and approve retirement.

Adapt this template to your intended use, applicable requirements, and approved procedures.

## When to use it

Before retiring, replacing, archiving, or terminating a regulated computerized system or service.

## Information needed before starting

- Dependent-system and record inventory
- Retention and retrieval obligations
- Approved archive/migration, cutover and supplier exit plan

## Field instructions

- **Scope and reason for retirement:** Identify the system/service or process, version and accountable roles. Specify the scope and supporting record rather than relying on a product name alone.
- **Replacement system:** Identify the system/service or process, version and accountable roles. Specify the scope and supporting record rather than relying on a product name alone.
- **Record inventory and retention:** Identify the applicable retention basis, accountable record owner and retrieval method. Confirm obligations and test retrieval before deletion or ending supplier access.
- **Archive or migration method:** Identify the applicable retention basis, accountable record owner and retrieval method. Confirm obligations and test retrieval before deletion or ending supplier access.
- **Metadata and audit trail:** Identify the required record context, history, identity and relationships. Explain how integrity, attribution and retrieval will be preserved and checked.
- **Electronic signatures and relationships:** Identify the required record context, history, identity and relationships. Explain how integrity, attribution and retrieval will be preserved and checked.
- **Access and retrieval testing:** Identify the account or role, permitted actions and business justification. Check authorization, inappropriate combinations, inactive accounts and evidence of removal or correction.
- **Interfaces and dependent systems:** Identify the system/service or process, version and accountable roles. Specify the scope and supporting record rather than relying on a product name alone.
- **User and privileged access removal:** Identify the account or role, permitted actions and business justification. Check authorization, inappropriate combinations, inactive accounts and evidence of removal or correction.
- **Supplier termination and deletion:** Identify the applicable retention basis, accountable record owner and retrieval method. Confirm obligations and test retrieval before deletion or ending supplier access.
- **Deviations and limitations:** State what is outside the assessed use or evidence. Explain the consequence and any restriction; do not treat missing information as a pass.
- **Final summary and approval:** Record the supported decision, restrictions, unresolved issues and rationale. Identify the accountable reviewer/approver and dated evidence under your procedure.

Define the specific system, service, change, population, and intended use.

Complete each field from available records and accountable interviews; record unknowns rather than guessing.

Link conclusions to affected GxP functions, failure scenarios, controls, evidence, and approval.

Adapt the structure to the organization’s approved procedures and document-control process.

## Blank template

System / record ID: ____________________

Prepared by / date: ____________________

Required review / approval under local procedure: ____________________

| Field | Your entry |
| --- | --- |
| 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 | ____________________ |

## Related guidance

- [Read the related practical guide](https://csvtocsa.com/learn/guidance/decommissioning)

Canonical page: https://csvtocsa.com/templates/decommissioning-checklist