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Washington, DC 20240
August 26, 2011
In Reply Refer To:
1265 (550) P
Instruction Memorandum No. 2011-174
Expires: 09/30/2012
To:                   All State Directors and Center Directors
                        Attn:  Investment Sponsors, Business Managers, Information Resources Management Advisors, and Project Managers
From:               Assistant Director, Information Resources Management
Subject:           Information System Decommissioning Policy
Program Area: Information Resources Management (IRM) Investment Management, WO-550.
Purpose:  This Instruction Memorandum (IM) releases the Information System Decommissioning Guide, which was created to establish a standardized, systematic approach for retiring information systems.
Policy/Action: All BLM-owned or BLM-funded information systems, and any supporting information technology, undergoing decommissioning (planned, or in progress) must follow the process outlined in the Information System Decommissioning Guide. This IM also impacts other systems affected by the decommissioning of a particular system (e.g., receiving/target systems that support the business functions of, or maintain data transitioning from a decommissioned system). Particular emphasis is given to proper data migration, preservation, and facilitation of the subsequent use of data by receiving/target systems. The steps that must be taken to archive and store data are in accordance with BLM records management policies, as well as National Archives and Records Administration (NARA) policies and requirements for data retention. 

Decommissioning activities contained in this methodology consist of the following steps:
  • Establish a migration plan,
  • Perform migration activities,
  • Establish a decommission plan,
  • Perform the decommission; and,
  • Perform a post-decommission review. 
Timeframe: Effective immediately. 

Budget Impact: None.

Background: The BLM provides essential services to citizens and has established highly effective support systems to enable delivery of these services. As business needs and technology continue to evolve, these support systems must also evolve. As a result, obsolete and inadequate systems are retired and decommissioned.

System decommissioning is the termination of a system’s operations. The structured procedures contained in this guide provide a step-by-step approach for ending information system operations in a planned and orderly manner. The approach for performing these activities is consistent and coordinated with the appropriate representatives/offices within the BLM. These procedures ensure the following:
  • Associated Information Technology (IT) hardware is properly assessed for possible re-use or disposal;
  • Adequate system documentation is archived; and,
  • Software, system logic, and data are properly archived or incorporated into receiving system(s). 
The Information Systems Decommissioning Guide has been established to minimize risks and negative impacts associated with decommissioning information systems.  Information in this Guide is provided to minimize risks to the Bureau and Offices, ensure that decommissioning activities are consistent across the BLM; and, comply with applicable federal regulations and BLM policies.
Manual/Handbook Sections Affected:  None.
Coordination:  This IM was coordinated with the help of IT Investment Management, WO-550; IRM Governance, WO-560; Business and Technology Alignment, WO-570; IT Security, WO-590; and, the NOC (National Operations Center).
Contact:  If you have any questions or concerns regarding this Instruction memorandum, please contact Diane Woodson-Reeves, Division Chief, IT Investment Management at (202) 912-7550. 
Signed by:                                                       Authenticated by:
Ronnie Levine                                                 Robert M. Williams
Assistant Director                                           Division of IRM Governance,WO-560
Information Resources Management
1 Attachment

   1 – Information Systems Decommissioning Guide (32 pp)

Last updated: 08-31-2011