Stage 8: Review, report and retire | ClearPath AI Governance

What this stage is for

Review each system on a schedule and when its purpose, data or vendor changes. Report to leaders in terms of risk, incidents and decisions needed, not technical detail. When a system is no longer needed, retire it deliberately so data and access do not linger.

Who is involved

Board, Executive sponsor, AI governance lead, Internal audit, Product owner.

Key outputs: Periodic reviews, board reports, decommissioning record.

Step-by-step tasks

Tick each task as you complete it. Your ticks stay in this browser tab unless you export your workspace.

Set a review cycle and re-approve each system when it comes due or when it changes materially.
Report to leaders: systems by risk tier, open incidents, maturity, upcoming deadlines and decisions needed.
Reassess maturity on a schedule and update the roadmap.
When retiring a system: tell users, plan data retention and deletion, switch off access and keep required records.
Run a post-retirement review and update the register.

Region callouts

Shown for the regions in My regions (header). The region pages are never hidden.

Keep the records you control for the period the AI Act and GDPR require, and update documentation after changes. European Union page

Check retention duties under sector and state laws before deleting data and logs. United States page

Data protection law limits how long personal data is kept; plan deletion when a system is retired. United Kingdom page

Under the DPDP Act, personal data should not be kept longer than needed for its purpose. India page

Tools and templates

Tools

Readiness check: Rate five areas and find your next move.
Reports center: Every document your workspace can produce.
Maturity assessment and roadmap: Nine domains, five levels, and a 30/60/90/12-month roadmap.
Board report builder: Report from your workspace data.
Decommissioning checklist: Retire a system safely.

Templates

Board report: MD, DOCX
Change log: XLSX, CSV, DOCX
Decommissioning checklist: MD, DOCX
Executive briefing deck: MD, DOCX
Monthly AI governance report: MD, DOCX
All templates for every stage

Common mistakes

Board reports that only say 'on track'.
Retiring a system but leaving its data and access in place.
Skipping re-approval after a vendor model change.

You're done when…

Reviews are on a calendar and happening.
Leaders receive an honest report on a regular cycle.
Retired systems have a record and no lingering access.

Reviewed 3 Oct 2026.

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