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M3 Playbook > Phase 2: Selection > 2.8 Develop a Decommission Plan
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2.8 : Develop a Decommission Plan

Technology
  1. Shared

    Contract Review - Evaluate legacy contracts (software, infrastructure, and O&M) for expirations and renewal options

  2. Customer

    Component Identification - Determine application components in need of decommissioning (e.g. test and production environments, system user IDs, business applications)

  3. Customer

    Hardware Assessment - Identify hardware lifecycle status

  4. Customer

    Network Inventory - Pinpoint relevant network devices

  5. Customer

    Data Archiving - Establish archiving scope, details (data/schedule) & timelines. Engage Privacy Officer

  6. Customer

    Records Disposal - Identify records eligible for disposal per retention schedules

  7. Customer

    Asset Management - Determine ownership and locations of network, software, and hardware assets

  8. Customer

    Decommission Ranking - Rank components based on complexity / priority of decommissioning

  9. Customer

    Backup Procedures - Identify failover/offline procedures, backup, and archival procedures

  10. Customer

    Security Coordination - Coordinate with agency IT Security office to identify guidelines for managing/cleansing/sanitizing data

  11. Customer

    Decommission Planning - Draft decommission plan including timelines / key tasks to retire legacy systems (based on above activities)

2.8 Lessons Learned

  • Conduct cost benefit analysis to determine cost of archiving, migrating legacy data, or maintaining legacy systems in place
  • Leverage common standards and solutions defined by NARA for records management found at https://ussm.gsa.gov/fibf-ERM/
  • If system accessed via web, coordinate domain name transition through Domain Name System (DNS) and with IT security POC

Stakeholders

Recommended stakeholders, inputs, & outputs may vary by implementation; however, agencies that contributed to this Playbook reported these factors as increasing the likelihood of success.

Customer

  • Business Owner
  • Functional Lead
  • Functional Team
  • Technical Lead/Solution Architect
  • Technical SME
  • Functional SME
  • PMO Lead

Inputs

Outputs

  • Decommission Plan
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