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IT decommissioning checklist template

Licences, data, DNS and accounts to remove safely. Free download in Word and PDF.

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Download the decommission checklist template

Removes the old environment safely after migration: retention and backup checks first, then data, accounts, licences, DNS and hardware, with evidence and sign-off.

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Free to use and adapt. Document ID CM-TPL-CLS-02, version 1.0, November 2026.

What's inside

What the template includes

Document sections

  1. Scope and readiness · List what is being decommissioned and confirm the preconditions.
  2. Retention and legal checks (before any deletion) · Confirm with records management or legal. Australian organisations commonly keep financial records for 5 to 7 years; gov…
  3. Backup and final export checks · Assume you will need something after it is gone. Prove you can get it back.
  4. Data · Remove data only after the two sections above are complete.
  5. Accounts and identity · Include non-human accounts; these are often missed.
  6. Licences and subscriptions · Record dates and notice periods, not amounts. Check auto-renewal settings.
  7. DNS, network and certificates · Remove stale records so they cannot be hijacked or confuse clients.
  8. Integrations and third parties · Anything that sent mail, synced data or authenticated against the old environment.
  9. Hardware disposal · Use an accredited disposal provider and keep certificates. Government agencies follow ISM media sanitisation guidance.
  10. Sign-off · Retention and backup sign-off is required before data deletion. Final sign-off after all sections are complete.
How to use it

How to use this template

  1. Do not start until hypercare is closed and the business owner has confirmed the old environment is no longer used.
  2. Complete the retention and backup sections first. Nothing is deleted until both are signed.
  3. Record evidence for each item (report, screenshot, ticket number); auditors and legal will ask.
  4. Work through the sections in order: data and access first, then licences, then DNS and hardware.
  5. Note licence renewal and notice dates early so you cancel before the next term starts.
Built to a standard

Ready to share with your steering committee

  • Branded cover or instructions page with document ID and version
  • QR code linking to the latest version, and a Code128 barcode for your document register
  • Document control, approval block and a clear disclaimer
  • Example rows written for real migration projects, which you replace with your own
Use it with

Guides that use this template

How to move from on-premises Active Directory to Microsoft Entra IDHow to migrate from AD FS to Microsoft Entra IDHow to migrate Jira and Confluence Server or Data Center to Atlassian CloudHow to migrate from Azure DevOps to GitHubHow to migrate between clouds or bring workloads back on premisesHow to move from Configuration Manager to Microsoft IntuneHow to move a website between cPanel hosts without downtimeHow to migrate from Exchange Server to Exchange OnlineHow to migrate a file server to SharePoint and OneDriveHow to migrate from GitLab to GitHubHow to migrate between two Google Workspace accountsHow to migrate Microsoft 365 Groups and Planner plans to another tenantHow to migrate Microsoft Forms to another tenant or ownerHow to migrate a NAS to Azure FilesHow to migrate Power BI to another Microsoft 365 tenantPower Apps and Power Automate tenant-to-tenant migrationHow to migrate Rackspace Email to Microsoft 365How to migrate SharePoint Server to SharePoint OnlineHow to migrate VMware and physical servers to AWSHow to migrate VMware virtual machines to Hyper-VHow to migrate from VMware ESXi to Proxmox VEWindows 10 end of support: upgrade to Windows 11 or enrol in ESUWindows Server 2016 end of support: upgrade, migrate or extendHow to migrate Zoho Mail to Microsoft 365
FAQ

Questions about this template

Is the decommission checklist template free?

Yes. Download it in Word and PDF and adapt it for your organisation. No sign-up is needed.

Can I use it in Google Sheets or Google Docs?

Yes. Upload the file to Google Drive and open it with Google Sheets or Docs. Dropdowns and most formulas carry across; check conditional formatting after converting.

Can I remove the Cloud-Migrations branding?

Yes. Replace the logo and footer with your own. Keep the disclaimer in mind: the template is general guidance and needs adapting to your project.

How do I know I have the latest version?

Scan the QR code on the cover or instructions sheet. It opens this page, which always links to the current version.