What are the best practices for transferring data and assets from a departing vendor?

1 Define the scope

The first step is to define the scope of the data and assets that need to be transferred, and the timeline and responsibilities for doing so. You should review the contract and the service level agreement (SLA) with the vendor, and identify any clauses or obligations related to data ownership, retention, deletion, and transfer. You should also communicate with the vendor and agree on the scope, format, and method of data and asset transfer, as well as any costs or fees involved.

2 Secure the data

The second step is to secure the data and assets that are being transferred, and prevent any unauthorized access, loss, or damage. You should encrypt the data and assets, and use secure channels and protocols for transferring them. You should also verify the integrity and completeness of the data and assets, and check for any errors or discrepancies. You should also document the data and asset transfer process, and keep records of the dates, sources, destinations, and formats of the data and assets.

3 Validate the data

The third step is to validate the data and assets that have been transferred, and ensure that they meet your expectations and requirements. You should test the data and assets for functionality, usability, and compatibility with your systems and processes. You should also compare the data and assets with the original ones, and confirm that they are accurate, consistent, and complete. You should also solicit feedback from your stakeholders and users, and address any issues or gaps that arise.

4 Dispose of the data

The fourth step is to dispose of the data and assets that are no longer needed, and ensure that they are erased or destroyed in a secure and compliant manner. You should follow the best practices and standards for data disposal, such as the NIST guidelines or the ISO 27001 framework. You should also obtain confirmation from the vendor that they have deleted or disposed of any copies or backups of the data and assets that they had. You should also audit the data and asset disposal process, and document the evidence and outcomes.

5 Update the policies

The fifth step is to update your policies and procedures related to data and asset management, and reflect the changes that have occurred due to the vendor exit transition. You should review and revise your data governance, security, privacy, and compliance policies, and align them with your current needs and goals. You should also update your inventory, catalog, and metadata of your data and assets, and ensure that they are accurate and up-to-date. You should also train your staff and users on the new policies and procedures, and monitor their compliance and performance.

6 Evaluate the transition

The sixth step is to evaluate the vendor exit transition process, and measure its effectiveness and efficiency. You should collect and analyze data and feedback on the data and asset transfer, validation, disposal, and policy update processes, and identify any strengths, weaknesses, opportunities, or threats. You should also assess the impact of the vendor exit transition on your business operations, performance, and outcomes, and calculate the costs, benefits, and risks involved. You should also report the results and findings of the evaluation, and implement any improvements or corrective actions as needed.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?