Data Volume Management
Pulling the Plug: A Checklist for the Final Legacy System Cutover
The moment of truth for any decommissioning project is the final shutdown. This is a moment of high risk and high reward. Following a methodical cutover checklist ensures the process is smooth, secure, and irreversible.
After months of extraction, loading, and validation, your team has proven that all legally required data is safe in the ILM Retention Warehouse. Now it's time to finally decommission the legacy system. This checklist covers the critical final steps.
THE FINAL CUTOVER CHECKLIST
1. Perform Final "Delta" Extraction
It's likely that some minor data was still created in the legacy system after your main extraction finished. Run a final "delta" extraction to capture any transactional data created between the end of the main extraction and the start of the cutover period.
2. Obtain Final Stakeholder Sign-Off
This is a mandatory governance step. Circulate the final validation and reconciliation reports to all stakeholders (IT, Business, Legal, Audit) and obtain their final, formal written approval to proceed with the shutdown. This document is a key part of your project audit trail.
3. Set the Legacy System to "Read-Only" Mode
As a safety measure, place the entire legacy system into a "read-only" state. This prevents any accidental data changes during the final transition period. This can be done by changing the client settings in SCC4 and adjusting system-wide authorizations.
4. Execute the Final, Full Backup
Before powering down the system for the last time, perform one last complete backup of the database and application servers. This backup should be clearly labeled as the "final pre-decommissioning backup" and stored securely according to your company's long-term media retention policy. This is your ultimate safety net.
5. Power Down and Decommission Infrastructure
After a short, final transition period in read-only mode, the time has come to physically or virtually power down the servers. Once the systems are confirmed to be offline, you can proceed with formally decommissioning the hardware and, most importantly, canceling all associated maintenance contracts and software licenses to realize the full financial benefit of the project.
