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System Decommission and Data Transfer

Summary

Planned and executed the retirement of a system that was no longer needed, while preserving relevant data and transferring it to a replacement platform in a controlled, documented way.

Context

The system being decommissioned had accumulated data and workflows over time, not all of which were clearly documented. The replacement platform had different data structures, and stakeholders had varying levels of understanding of what data mattered and why.

Problem

Retiring a system without losing data that people depend on, while managing uncertainty about what is still in use, coordinating with stakeholders who have different priorities, and ensuring the replacement is ready before the old system goes away.

My role

I led the data inventory and mapping effort, coordinated with stakeholders to confirm what needed to be preserved, executed the data transfer and validation, and managed the cutover and decommission sequence.

Approach

  • Audited the existing system to catalog what data existed and which parts were still in active use
  • Worked with stakeholders to confirm retention requirements and acceptance criteria
  • Mapped source data structures to destination structures and identified gaps
  • Executed the transfer in stages, validating each batch before proceeding
  • Documented the mapping, transfer process, and any data that was intentionally excluded
  • Coordinated the cutover with minimal disruption to ongoing operations

Technical considerations

  • Data inventory under time pressure and with incomplete documentation
  • Structural mapping between source and destination formats
  • Validation of transferred data against source records
  • Stakeholder alignment on what to preserve and what to archive or discard
  • Cutover sequencing to avoid gaps in data access
  • Audit trail for what was transferred, when, and by whom

Outcome

The system was decommissioned on schedule. All required data was transferred, validated, and accessible in the replacement platform. Documentation covered the mapping decisions and any items that were intentionally excluded or archived.

Skills demonstrated

  • Data inventory and analysis
  • Stakeholder coordination
  • Data mapping and transformation
  • Cutover planning
  • Risk reduction
  • Technical documentation