CRM DECOMMISSIONING CHECKLIST

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--- PLANNING & SCOPE ---
[ ] Project Goals & Objectives
[ ] Decommissioning Reason (System Replacement, Cost Reduction, Business Restructuring, Other)
[ ] Estimated Project Duration (Days)
[ ] Planned Start Date
[ ] Planned Completion Date
[ ] Affected Systems/Integrations (Salesforce, Marketing Automation, ERP System, Data Warehouse)
[ ] Project Manager Name

--- DATA EXTRACTION & ARCHIVING ---
[ ] Data Extraction Start Date
[ ] Estimated Records to Extract
[ ] Description of Archiving Location & Method
[ ] Data Format for Archive (CSV, XML, JSON, Other)
[ ] Sample Archive File (for validation)
[ ] Estimated Data Extraction Completion Date

--- DATA SANITIZATION & DELETION ---
[ ] Detailed Data Sanitization Procedures
[ ] Number of Records Permanently Deleted
[ ] Data Deletion Method Used (Overwrite, Degauss, Physical Destruction, Secure Erase)
[ ] Proof of Data Destruction (e.g., Certificate of Destruction)
[ ] Date of Data Sanitization Completion
[ ] Description of Any Exceptions or Deviations

--- SYSTEM SHUTDOWN & ACCESS REVOCATION ---
[ ] Planned Shutdown Date
[ ] Planned Shutdown Time
[ ] Number of Users Affected
[ ] Access Revocation Steps Completed (Revoke User Permissions, Disable User Accounts, Remove Role Assignments, Deactivate API Keys)
[ ] Shutdown Method (Clean Shutdown, Forced Shutdown)
[ ] Confirmation Code Entered During Shutdown
[ ] Notes on Shutdown Process (e.g., errors, unexpected behavior)
[ ] Authorized Shutdown Signature

--- INTEGRATION DISABLEMENT ---
[ ] Integration 1: Status (Enabled, Disabled, Scheduled for Disablement)
[ ] Integration 2: Status (Enabled, Disabled, Scheduled for Disablement)
[ ] Scheduled Disablement Date (if applicable)
[ ] Notes on Integration Disablement
[ ] Number of Active Connections
[ ] Disable Method (API Disablement, Manual Deletion, Other)

--- LICENSE MANAGEMENT ---
[ ] Number of Licenses to Cancel
[ ] License Type (e.g., User, API) (User License, API License, Other)
[ ] Cancellation Request Date
[ ] Cancellation Request Notes (e.g., reason for cancellation)
[ ] Cost Savings Estimate
[ ] Vendor Confirmation Received? (Yes, No)
[ ] Vendor Cancellation Confirmation Date

--- DOCUMENTATION & KNOWLEDGE TRANSFER ---
[ ] Detailed Decommissioning Procedure Documentation
[ ] Record of Data Archiving Methodology
[ ] Archiving Data Backup Verification File
[ ] Knowledge Transfer Method (e.g., Training, Shadowing, Documentation) (Training Sessions, Shadowing, Detailed Documentation, Combination)
[ ] Date of Knowledge Transfer Completion
[ ] Names of Individuals Receiving Knowledge Transfer

--- POST-DECOMMISSIONING VALIDATION ---
[ ] Decommissioning Completion Date (Verification)
[ ] Number of Confirmed Data Deletions (Sample Audit)
[ ] Confirmation of Access Revocation (Select all that apply) (User Accounts Disabled, API Keys Revoked, Third-Party Integrations Removed)
[ ] Notes on any Validation Issues Encountered
[ ] Overall Validation Status (Complete, Partial, Incomplete)
[ ] Validation Sign-off

--- COMMUNICATION & STAKEHOLDER UPDATES ---
[ ] Initial Communication Date
[ ] Summary of Initial Communication
[ ] Communication Method (e.g., Email, Meeting) (Email, Meeting, Internal Newsletter, Project Management System Update)
[ ] Number of Stakeholders Notified
[ ] Date of Progress Update 1
[ ] Summary of Progress Update 1
[ ] Stakeholder Feedback Received (Yes/No) (Yes, No)
[ ] Stakeholder Feedback Details (if applicable)

--- LEGAL & COMPLIANCE REVIEW ---
[ ] Applicable Data Privacy Regulations (e.g., GDPR, CCPA) (GDPR, CCPA, HIPAA, Other (Specify in Long Text))
[ ] 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 (Compliant, Non-Compliant (Requires Action))
[ ] Supporting Legal Documentation (e.g., agreements, correspondence)

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