Close an Account

This cannot be undone

Once account closure is confirmed, all resources and data in the account are permanently destroyed. Back up everything you need before starting this process.

When you are ready to close a Campus Cloud AWS account, Azure subscription, or GCP project, follow the steps below. All providers follow the same general process.

Before You Start

Back up your data. Download or transfer any data you need to keep. Once closure is confirmed, data cannot be recovered.
Destroy your resources. Delete VMs, databases, storage buckets, and any other resources you created. A good indicator you are done: your monthly bill drops to under $5–10 (a small nominal charge is normal to maintain an account in the Landing Zone).
Remove regulated data. Confirm that all regulated datasets (PII, FERPA, CUI, HIPAA) have been removed or transferred appropriately.

Closure Process

Open a ServiceNow ticket.
- Include your Account # (AWS) or Subscription # (Azure) or Project ID (GCP), your PO #, and your requested closure date.
Confirm in the ticket that each of the following is complete:
- All regulated data removed
- All data that needs saving has been backed up or exported
- All owner-created resources have been destroyed
- All users understand that access will be terminated
If you cannot destroy all resources yourself, you may authorize the Cloud Team to destroy remaining resources and data.
The Cloud Team will:
- Wait 15 days after your confirmation before destroying remaining resources
- Wait an additional 5 days before removing access
- Close the ticket after the final invoice is submitted

Final Invoice and PO Closure

Do not close your PO immediately

The PO associated with the account should not be closed for 30 days after the final invoice to ensure Accounting has time to process it. The Cloud Team invoices for the previous month's costs approximately three weeks after month-end.

The ServiceNow ticket will remain open until the final invoice is submitted. All correspondence about the account closure should be in the ticket.

Provider-Specific Notes

AWS

Account deletion severs the root email association and removes the account from the organization. Some AWS services retain data for a short period after deletion.

Azure

Subscription deletion removes all resources and the subscription from the management group hierarchy.

GCP

Project deletion enters a 30-day deletion pending state before permanent removal. The Cloud Team manages this process to ensure billing sub-accounts are updated correctly.