Retraining Template

Quarterly AI Retraining Template

(Student & Brand-Ready Framework)

This template can be used for:

• • OpenAI fine-tuned models

  • Hugging Face + PEFT workflows

  • Prompt-based systems (even without formal fine-tuning)

Quarter: __________

Model / System Name: __________

Owner / Team: __________

1. Performance Review (Last 90 Days)

Primary Use Cases Reviewed

• • • Marketing copy

    • UX microcopy

    • Customer support

    • Creative ideation

    • Other: __________

What Performed Well

• _______________________________________________________________________________________________________

• _______________________________________________________________________________________________________

• _______________________________________________________________________________________________________

What Performed Poorly or Drifted

• • • _______________________________________________________________________________________________________

    • _______________________________________________________________________________________________________

    • _______________________________________________________________________________________________________

2. Data Refresh Summary

Data Added

• • • High-performing campaign copy

    • Updated product descriptions

    • New customer questions or feedback

    • Approved tone or style updates

Data Removed

• • • Expired campaigns

    • Deprecated messaging

    • Inconsistent or off-brand outputs

Notes

_______________________________________________________________________________________________________

_______________________________________________________________________________________________________

_______________________________________________________________________________________________________

3. Brand & Compliance Review

Brand Voice Updates

• • • No changes

    • Minor tone refinements

    • Major positioning update

Compliance Considerations

• • • No changes

    • Updated disclaimers

    • New regulatory constraints

4. Retraining or Prompt Update Details

Approach Used

• • • Full fine-tune

    • Adapter update (PEFT / LoRA)

    • Prompt system refresh only

Base Model: ____________________________________________

Dataset Version: ____________________________________________

5. Evaluation Results

Criteria: Score (1–5)

Brand voice consistency: ___________________________

Task accuracy: ___________________________

Formatting compliance: ___________________________

Safety & boundaries: ___________________________

Hallucination resistance: ___________________________

Key Improvements Observed:: ____________________________________________

Remaining Risks: ____________________________________________

6. Deployment & Documentation

• • • Updated model deployed

    • Previous version archived

    • Model card updated

    • Stakeholders notified

Deployment Date: __________

7. Next Review Date

Scheduled for: __________