CRM Decommissioning Checklist
Ensure a smooth and compliant exit from your CRM system. Our CRM Decommissioning Checklist guides you through data migration, security protocols, and legal considerations, minimizing risk and maximizing efficiency when retiring your CRM.
This Template was installed 4 times.
Planning & Scope
Define project scope, stakeholders, and exit criteria.
Project Goals & Objectives
Decommissioning Reason
Estimated Project Duration (Days)
Planned Start Date
Planned Completion Date
Affected Systems/Integrations
Project Manager Name
Data Extraction & Archiving
Extract critical data for long-term retention and archiving strategy.
Data Extraction Start Date
Estimated Records to Extract
Description of Archiving Location & Method
Data Format for Archive
Sample Archive File (for validation)
Estimated Data Extraction Completion Date
Data Sanitization & Deletion
Ensure data is properly sanitized and deleted from all systems and backups.
Detailed Data Sanitization Procedures
Number of Records Permanently Deleted
Data Deletion Method Used
Proof of Data Destruction (e.g., Certificate of Destruction)
Date of Data Sanitization Completion
Description of Any Exceptions or Deviations
System Shutdown & Access Revocation
Shutdown the CRM instance and revoke all user access permissions.
Planned Shutdown Date
Planned Shutdown Time
Number of Users Affected
Access Revocation Steps Completed
Shutdown Method
Confirmation Code Entered During Shutdown
Notes on Shutdown Process (e.g., errors, unexpected behavior)
Authorized Shutdown Signature
Integration Disablement
Disable or remove integrations with other systems.
Integration 1: Status
Integration 2: Status
Scheduled Disablement Date (if applicable)
Notes on Integration Disablement
Number of Active Connections
Disable Method
License Management
Cancel licenses and manage associated costs.
Number of Licenses to Cancel
License Type (e.g., User, API)
Cancellation Request Date
Cancellation Request Notes (e.g., reason for cancellation)
Cost Savings Estimate
Vendor Confirmation Received?
Vendor Cancellation Confirmation Date
Documentation & Knowledge Transfer
Document the decommissioning process and transfer knowledge to relevant teams.
Detailed Decommissioning Procedure Documentation
Record of Data Archiving Methodology
Archiving Data Backup Verification File
Knowledge Transfer Method (e.g., Training, Shadowing, Documentation)
Date of Knowledge Transfer Completion
Names of Individuals Receiving Knowledge Transfer
Post-Decommissioning Validation
Verify that all data and systems have been properly decommissioned.
Decommissioning Completion Date (Verification)
Number of Confirmed Data Deletions (Sample Audit)
Confirmation of Access Revocation (Select all that apply)
Notes on any Validation Issues Encountered
Overall Validation Status
Validation Sign-off
Communication & Stakeholder Updates
Communicate decommissioning progress and final results to stakeholders.
Initial Communication Date
Summary of Initial Communication
Communication Method (e.g., Email, Meeting)
Number of Stakeholders Notified
Date of Progress Update 1
Summary of Progress Update 1
Stakeholder Feedback Received (Yes/No)
Stakeholder Feedback Details (if applicable)
Legal & Compliance Review
Review legal and compliance requirements related to data disposal.
Applicable Data Privacy Regulations (e.g., GDPR, CCPA)
Detailed Explanation of Compliance Considerations
Date of Legal Review Completion
Number of Records Subject to Legal Hold
Summary of Legal Hold Status and Resolution
Data Retention Policy Compliance Status
Supporting Legal Documentation (e.g., agreements, correspondence)
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