Use this service to request the permanent retirement of a university software application, system, platform, or service.
Software decommissioning is a controlled process used to ensure that institutional requirements are addressed before a technology is shut down, removed, or allowed to expire. This includes reviewing contractual obligations, data and records retention requirements, system integrations and technical dependencies, information security considerations, accessibility impacts, licensing, and related CMDB or asset records.
Who Should Submit This Request?
The request should be submitted by the software owner, system owner, responsible department, or an authorized representative who can coordinate the decommissioning effort.
When Should This Service Be Used?
Submit this request when:
- Software will be permanently discontinued or shut down.
- A contract or subscription will not be renewed and the associated service must be retired.
- Software is being replaced by another product or system.
- A locally installed application must be removed from institutional use.
- A cloud-hosted application, website, integration, or vendor service must be terminated.
Before Submitting
Please submit the request before notifying the vendor of termination, canceling licenses, deleting institutional data, disabling integrations, removing the software, or shutting down the system. Submission of this request does not by itself authorize the software to be decommissioned.
What Happens After Submission?
The request will be reviewed through the university’s software decommissioning workflow. The appropriate departments will verify applicable contractual, technical, security, records-retention, accessibility, data-disposition, and asset-management requirements. Technical shutdown activities will be coordinated only after the required reviews and approvals are complete.
Temporary outages, routine maintenance, software upgrades, and user-access removals should be submitted through the appropriate support service rather than this form.