Find the accounts nobody discusses

List services with no recent business activity and identify the person responsible for each. Check remaining balances, linked subscriptions, outstanding refunds and access to records. Review the provider's current terms for inactivity and closure rather than assuming an unused account has no cost or obligation. An account can disappear from day-to-day conversation while still containing information or connections the company will need when a supplier question or accounting review arises later.

Choose keep reactivate or close

For each account, document a reason to retain it, the conditions for reactivation or an approved closure plan. Use the provider's process and preserve records needed by the business. Remove unnecessary access through supported controls. This is a practical housekeeping exercise, not a judgement that every unused tool is a problem. The aim is to replace accidental dormancy with an intentional decision and a named owner who can answer what the account is for and what remains connected to it.

Imagine this

Hypothetical example

A hypothetical agency discovers a payment account opened for an old event. It still holds historical receipts and a small balance. The operations lead follows the provider's closure guidance after resolving those items, leaving a clear archive instead of an abandoned login that no current employee fully understands.

Make it practical.

Use this checklist as you read. Checks are not stored.

References & further reading

Background reading — CFPB: prepaid card comparison resources (US context) ↗

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