How to Cancel Cartegraph Asset Management

To cancel or discontinue the use of Cartegraph Asset Management, you need to follow a systematic approach to ensure all data and configurations are properly managed. Here are the steps to follow:

Pre-Cancellation Steps

• Notify Stakeholders: Inform all relevant departments and users about the decision to cancel the service to ensure a smooth transition.
• Backup Data: Export and backup all asset data, including asset details, condition records, and historical work orders. This can be done through the Cartegraph interface or by contacting their support team.

Unlinking and Deleting Assets

• Withdraw Assets: Start by withdrawing assets from the system. This involves selecting the items to withdraw, then using the "Manage Selected" menu to initiate the withdrawal process. Confirm the withdrawal when prompted.
• Delete Holdings Records: If necessary, delete the holdings records after withdrawing the last item of a holding. You can choose to delete the holdings record or suppress it from discovery.

Deactivating and Deleting Portfolios

• For electronic portfolios, perform a search to locate the records, then deactivate and delete the portfolios. Deactivate the portfolio first, wait for the screen to refresh, and then delete it. Decide whether to suppress or delete the bibliographic records associated with the portfolio.

Removing Linked Assets

• Networked, Referenced, and Hierarchical Assets: Ensure all linked assets are properly disconnected. This includes networked assets like water distribution networks, referenced assets like signs on supports, and hierarchical relationships like roadways and their components.

System Configuration and User Access

• Disable User Access: Remove user access to the Cartegraph system to prevent any further modifications or data entry.
• Disable Integrations: If Cartegraph is integrated with other systems, disable these integrations to prevent data synchronization issues.

Final Steps

• Confirm Cancellation with OpenGov: Since Cartegraph is now part of the OpenGov Cloud, notify OpenGov support about the cancellation to ensure all services and subscriptions are terminated.
• Review and Close Open Work Orders: Close or transfer any open work orders to another system to maintain continuity of operations.
• Document the Process: Keep a record of the cancellation process, including data backups and any issues encountered, for future reference.

By following these steps, you can ensure a comprehensive and orderly cancellation of the Cartegraph Asset Management product.