HubSpot Enterprise Systems Administration & Decommissioning
Use Case #9
Going Where No One has Gone Before: Securely Decommissioning a HubSpot Enterprise System
Organizations often face CRM sprawl, complex transitions, and data governance challenges. In this case, an enterprise successfully decommissioned a HubSpot system through thorough research, cross-team collaboration, and strategic planning, implementing a data preservation strategy based on best practices to securely retain critical information and ensure future accessibility.
Actors:
- Technology Department
- Customer Service Representative
- Marketing & Sales Enablement
- Third Party Vendors
Stakeholders:
- Technology AVP & Manager
- Infrastructure Team
- Data Governance Team
- Business Unit Team
Pre-Conditions:
- An enterprise organization was closing a business unit.
- They had a HubSpot system that needed to be gradually decommissioned.
Triggers:
When a business unit was to be sunset, one of our team members led an initiative to research, document, and implement data governance best practices, ensuring secure and comprehensive data export. This approach enabled the safe decommissioning of the enterprise system while preserving valuable organizational data for future use.
CRM Transition and System Continuity
- Maintained and optimized the HubSpot environment ensuring operational continuity during staff turnover and organizational change.
- Supported the business unit by minimizing disruption and maintaining system reliability while shutting down workflows.
Data Governance and Secure Decommissioning
- Led an eight-month initiative implementing data governance best practices for the decommissioning process.
- Coordinated with IT infrastructure, stakeholders, and subject matter experts to securely export and offload all critical data.
- Preserved organizational data for potential future use while minimizing compliance and security risks.
- Documented the entire process with a detailed step-by-step guide and decision-tree summary for historical reference.
- Delivered an executive summary and stakeholder review to ensure transparency and accountability throughout the project.
Results
- Streamlined operations while protecting critical organizational information.
- Provided full transparency into each decommissioning step for leadership and stakeholders.
- Strengthened governance and access control, reducing data security risks.
Outcome
- Archiving data is not solely about data risk management—the process requires responsibility, innovation, and leadership.
- Preserved critical assets, reinforced governance, and established a repeatable framework for future archiving projects.
Impact
- Secured data, ensured regulatory compliance, and created a blueprint for future enterprise system transitions.
- Provided leadership with actionable insights, operational stability, and confidence in managing CRM complexity—laying the foundation for successful future digital transformation initiatives.