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Office Closure IT Checklist

This checklist provides verification criteria for IT activities when closing a permanent office location. Each item specifies the verification method, pass criteria, and evidence to retain for audit purposes.

Prerequisites

Complete these requirements before beginning closure activities:

Requirement	Detail
Closure decision	Formal approval documented with target closure date
Timeline	Minimum 30 days for planned closure; emergency closure uses Data Evacuation playbook
Staff list	Complete roster of staff assigned to closing office
Asset inventory	Current inventory of IT equipment at location
Service contracts	List of location-specific vendor contracts and service agreements
Destination plan	Confirmed disposition for each asset category (transfer, dispose, store)

Pre-Closure Preparation

Complete 30 to 14 days before closure date.

Item	Verification method	Pass criteria	Evidence
Staff relocation plan confirmed	Review HR relocation document	Each staff member has confirmed destination (transfer office, remote work, departure)	Signed relocation plan
Equipment destination matrix completed	Review disposition spreadsheet	Every asset assigned to: transfer to specific office, ship to staff home, return to HQ, dispose, or donate	Completed matrix with approvals
Data audit completed	Review data inventory	All locally stored data identified with classification and retention requirement	Data inventory spreadsheet
Backup verification	Test restore of local server data	Critical data restored successfully from backup within RTO	Restore test log with timestamps
Vendor notification list prepared	Review contract list	All location-specific contracts identified with termination notice requirements	Contract summary with notice periods
Packing materials procured	Physical inspection	Sufficient anti-static bags, padded boxes, and labels for equipment count	Procurement receipt
Destination offices notified	Email confirmation	Receiving offices confirmed capacity and readiness dates	Email acknowledgments
Staff communication sent	Review sent communications	All affected staff notified of IT procedures and timelines	Communication copy with distribution list

Data Handling

Complete 14 to 7 days before closure date.

Item	Verification method	Pass criteria	Evidence
Cloud synchronisation verified	Check sync status in platform	All designated local files synchronised to cloud storage with verification complete	Sync completion report
Local file server data migrated	Compare source and destination	File count and size match; spot check confirms file integrity	Migration log with hash verification
Database backups completed	Verify backup in central repository	Full backup completed within 48 hours; backup verified restorable	Backup job log with verification
Email archives completed	Check archive status	All mailboxes archived per retention policy; archives accessible from destination	Archive completion confirmation
Shared drive permissions documented	Export permission report	Permissions exported before migration for reference	Permission export file
Personal device data removed	MDM compliance check	Organisation data removed from any BYOD devices remaining at location	MDM wipe confirmation per device
Printed document handling completed	Physical verification	Confidential documents shredded; retention documents boxed with manifest	Shredding certificate; box manifest
Local application data exported	Verify exports	Data from local applications exported in portable format	Export files with verification

Data classification

Handle data according to classification level. Confidential and restricted data requires witnessed destruction or encrypted transfer. Public and internal data may use standard secure disposal.

Equipment Disposition

Complete 7 to 3 days before closure date.

Item	Verification method	Pass criteria	Evidence
Asset inventory reconciled	Physical count against inventory	All assets physically located; discrepancies documented and investigated	Signed inventory reconciliation
Hard drives wiped or removed	Verify wipe certificate or physical removal	NIST 800-88 compliant wipe completed, or drives physically removed for destruction	Wipe certificates per drive; drive removal log
Device data wiped	MDM verification or manual check	Factory reset completed; MDM enrollment removed; no organisation data present	Wipe confirmation per device
Laptops prepared for transfer	Physical inspection and boot test	Device boots to login screen; asset tag matches destination; packed securely	Packing checklist signed
Desktops prepared for transfer	Physical inspection	Device labelled with destination; peripherals bundled; packed securely	Packing checklist signed
Network equipment prepared	Physical inspection and config backup	Configuration backed up; device factory reset; labelled with destination or disposal	Config backup file; reset confirmation
Printers and peripherals processed	Physical inspection	Consumables removed; device reset; storage cleared if applicable	Processing checklist
Mobile devices collected	Physical count against MDM	All organisation-owned mobile devices collected; count matches MDM inventory	Device collection log
Servers decommissioned	Verify shutdown and data handling	VMs migrated or backed up; physical servers wiped; chassis prepared per destination	Decommission checklist per server
UPS batteries handled	Verify safe removal	Batteries removed safely; recycling arranged with certified vendor	Battery manifest; recycling receipt
Shipping arranged	Verify shipping bookings	Shipments booked for all transfer equipment; insurance confirmed for items over specified threshold	Shipping confirmations

Equipment Disposition Decision Reference

Asset condition	Under 3 years old	3 to 5 years old	Over 5 years old
Fully functional	Transfer to office with need	Transfer or donate	Donate or dispose
Minor issues	Transfer with repair note	Donate or dispose	Dispose
Non-functional	Dispose	Dispose	Dispose
Leased	Return to lessor per contract	Return to lessor per contract	Return to lessor per contract

Network and Connectivity

Complete 7 to 1 days before closure date.

Item	Verification method	Pass criteria	Evidence
ISP termination scheduled	Confirmation from provider	Termination date confirmed within 7 days of closure; final bill estimate received	Provider confirmation email
Static IP addresses released	Provider confirmation	All static IPs released or transferred; DNS updated	IP release confirmation
DNS records updated	DNS lookup verification	A records removed or redirected; MX records unaffected; PTR records removed	DNS audit log
VPN configuration removed	Check VPN platform	Site-to-site VPN tunnels removed; client VPN references to office removed	VPN configuration export showing removal
Firewall rules archived and removed	Configuration export and deletion	Office-specific rules exported for reference; rules removed from central firewall	Rule export; change ticket
SD-WAN node decommissioned	Platform verification	Edge device removed from SD-WAN platform; policies updated	Platform screenshot showing removal
WiFi infrastructure removed	Physical verification	Access points removed; controller configuration updated	AP removal log; controller audit
Network switches decommissioned	Physical verification and config backup	Configuration backed up; switches factory reset or prepared per disposition	Config backups; reset confirmation
Telephone numbers ported or cancelled	Provider confirmation	Numbers ported to destination office or redirected; unused numbers cancelled	Porting completion; cancellation confirmation
VOIP configuration removed	Platform verification	Extensions removed or reassigned; auto-attendant updated; voicemail migrated	Platform audit showing changes

Access Revocation

Complete on closure date.

Item	Verification method	Pass criteria	Evidence
Physical access credentials revoked	Access control system audit	All badges, PINs, and biometric enrollments for location disabled	Access system export showing disabled credentials
Office-specific groups updated	Directory audit	Location-specific groups archived or membership updated; no orphaned references	Group membership before/after
Conditional access policies updated	Policy audit	Location-based policies removed or updated; no policies reference closed office	Policy export showing changes
Printer access removed	Print server audit	Location printers removed from print server; user printer mappings cleared	Print queue list; GPO update
Location-specific application access revoked	Application audit	Access to location-specific systems revoked for users who have not transferred	Application access log
Guest WiFi SSID disabled	Wireless controller	Guest network for location disabled or removed	Controller configuration
Service accounts reviewed	Directory query	Service accounts specific to location disabled or ownership transferred	Service account audit

Staff transfers

Staff transferring to other offices retain their core access. Update location attributes in identity provider but do not revoke application access unless role changes. Coordinate with User Offboarding only for departing staff.

Vendor Notification

Complete per contract notice requirements, minimum 14 days before closure.

Item	Verification method	Pass criteria	Evidence
ISP contract terminated	Written confirmation	Notice provided per contract terms; termination date confirmed; early termination fees identified if applicable	Termination confirmation
Telephone provider notified	Written confirmation	Service termination or transfer scheduled; porting requests submitted	Provider confirmation
Equipment lease returns scheduled	Lessor confirmation	Return shipping arranged; return authorisation received; condition documentation complete	RMA numbers; condition photos
Maintenance contracts terminated	Written confirmation	Location removed from maintenance coverage; refund calculated for prepaid periods	Contract amendment or termination
Security monitoring cancelled	Provider confirmation	Alarm monitoring cancelled; access codes deactivated; equipment return arranged if leased	Cancellation confirmation
Copier/printer lease terminated	Written confirmation	Return scheduled; metre readings submitted; final billing confirmed	Lease termination; final metre reading
Cleaning and facilities notified	Written confirmation	Service termination aligned with lease end; final service scheduled	Service termination confirmation
Managed service provider notified	Written confirmation	Location removed from scope; pricing adjusted; SLAs updated	Contract amendment

Vendor Notification Timeline Reference

Contract type	Minimum notice	Items to confirm
Telecommunications	30 days	Number porting lead time; early termination fees
Internet service	30 days	Static IP release; equipment return
Equipment leases	Per contract, commonly 30 to 90 days	Return shipping; condition requirements; buyout option
Maintenance agreements	30 days	Coverage end date; prepaid refund
Managed services	Per contract, commonly 30 to 90 days	Scope reduction; data handback

Documentation

Complete before closure date.

Item	Verification method	Pass criteria	Evidence
Network documentation archived	Repository check	Network diagrams, IP allocations, and configuration archived in central repository	Repository location reference
Asset disposal records filed	Records audit	Disposal certificates, donation receipts, and transfer manifests filed per retention policy	Filing confirmation with retention date
Vendor correspondence archived	Email/document check	Contract terminations, confirmations, and final invoices archived	Archive location reference
Data handling records completed	Records audit	Data migration logs, wipe certificates, and destruction certificates compiled	Records package location
Lessons learned documented	Document review	Issues encountered and resolutions documented for future closures	Lessons learned document
Final cost reconciliation	Finance confirmation	All closure-related costs tracked; variances from budget documented	Cost summary approved by finance
Handover to facilities completed	Signed handover	IT-related handover items documented; landlord requirements confirmed complete	Signed handover checklist

Final Verification

Complete on or immediately after closure date.

Item	Verification method	Pass criteria	Evidence
Physical space cleared	Final walkthrough	No IT equipment remaining; all cables removed or capped; patch panels cleared	Walkthrough checklist with photos
Remote access verified disabled	Connection attempt	VPN and remote access to location-specific resources fails appropriately	Test log showing connection failures
Monitoring alerts cleared	Monitoring platform	No active alerts for decommissioned equipment; monitoring removed	Platform screenshot
DNS propagation verified	External DNS lookup	Records updated across public DNS; no references to old IPs	DNS lookup results
Asset inventory finalised	Inventory system	All assets show correct status (transferred, disposed, stored); location field cleared	Final inventory report
Finance notified	Email confirmation	Asset changes communicated for fixed asset register update	Finance acknowledgment
Closure report completed	Document review	Summary report documents timeline, issues, costs, and lessons learned	Completed closure report

+------------------------------------------------------------------+
|                    CLOSURE VERIFICATION FLOW                     |
+------------------------------------------------------------------+
|                                                                  |
|   1. VALIDATION                                                  |
|      +-------------------+                                       |
|      |  All categories   |                                       |
|      |    complete?      |                                       |
|      +--------+----------+                                       |
|               |                                                  |
|         +-----+-----+                                            |
|         |           |                                            |
|        YES          NO                                           |
|         |           |                                            |
|         v           v                                            |
|   +----------+  +---------------------------+                    |
|   |  Final   |  | Document exceptions       |                    |
|   | sign-off |  | and seek approvals        |                    |
|   +----------+  +-------------+-------------+                    |
|                               |                                  |
|                               v                                  |
|                 +-------------+-------------+                    |
|                 |    Exception approved?    |                    |
|                 +-------------+-------------+                    |
|                               |                                  |
|                         +-----+-----+                            |
|                         |           |                            |
|                        YES          NO                           |
|                         |           |                            |
|                         v           v                            |
|                 +-----------+  +-----------------------+         |
|                 |  Proceed  |  |  Resolve blocking     |         |
|                 |   with    |  |  item before          |         |
|                 |  closure  |  |  proceeding           |         |
|                 +-----------+  +-----------------------+         |
|                                                                  |
+------------------------------------------------------------------+

Figure 1: Closure verification and exception handling flow

Exit Criteria

The office closure is complete when all of the following conditions are met:

Criterion	Verification
All checklist items pass or have documented approved exceptions	Checklist review with signatures
No IT equipment remains at location	Final walkthrough confirmation
All data migrated, archived, or securely destroyed	Data handling evidence package complete
All location-specific access revoked	Access audit shows no active credentials
All vendor contracts terminated or transferred	Vendor confirmation package complete
Asset inventory updated to reflect disposition	Inventory system reconciled
Closure report accepted by IT management	Signed acceptance

Exception Handling

Items that cannot be completed require documented exceptions with compensating controls.

Exception request requirements:

Description of the item that cannot be completed
Reason completion is not possible
Risk assessment of proceeding without completion
Proposed compensating control or remediation plan
Target date for resolution if deferral
Approval from IT manager and, for security items, security lead

Common exception scenarios:

Scenario	Compensating control	Approval level
Equipment cannot be located	File loss report; update asset register; conduct broader search before write-off	IT manager
Lease termination fee prohibitive	Document cost; seek finance approval for fee or negotiate buyout	IT manager and finance
Data migration incomplete due to timeline	Extend cloud access for location; schedule completion within 30 days	IT manager
Vendor non-responsive	Document contact attempts; proceed with service termination; escalate contract dispute if needed	IT manager
Physical access to premises lost	Coordinate with facilities/landlord; document constraint; complete remotely where possible	IT manager

Blocking exceptions:

The following items cannot proceed with exceptions and must be resolved before closure sign-off:

Hard drive sanitisation or destruction (data protection requirement)
Staff access revocation for departing employees (security requirement)
Critical data backup verification (business continuity requirement)